Over the past few weeks, I’ve been feeling like a chicken with my head cut off. It happens to all of us once in awhile… even the most efficient. When I realized I was in that place of disorganization and slight chaos, I knew it was important for me to find a way to “keep it together”. I had to re-invent my personal organization system. So I decided tonight to take some time and let you see, as a virtual assistant, how I keep on top of my game.
Command Center: My planner
My system: Outside of my PC, printer, phone, scanner… I have a white board. My white board is divided into 2 areas. A Monday to Sunday schedule and a side area with titles by category. Categories include: clients, home, marketing.. etc. Under the category listing are these magical things called post it notes! Color coded by category (of course), i write on each post it note an individual task (current or future) based upon that category.
What I do: Every day, I move my post it notes from the category box to the day I know I “have” to complete the task. Since I have categories for personal – it helps me prioritize my home responsibilities with my workload. In addition, I make sure every day, I have at least 1 post it note from my marketing category. This is a reminder for me how important marketing is regardless if you are swamped with client projects. Once the tasks are complete or needs follow up, I either trash the post it note, or move it to the day it requires my attention. Although it is not the most ascetically pleasing system, what is nice is I am able to visually plan and prioritize. It’s obnoxious enough that even if I don’t want to look at it, I can’t help it!
Flexible communication: My cell phone.
My system: Although I would love to afford a blackberry, as a start up business, I couldn’t justify the $100 month expense at this point. Therefore, I was on a mad search to find an alternative. Though my cell phone provider, for access to mobile web ($6.00 per month), I was able to configure my POP3 email account to my cell phone. With this option, it provides me text notifications when I received an email either from a specific client or all emails in my inbox. Since this service can be configured on any phone regardless if it is a smart phone, this solution seemed much more economical at this time.
What I do: By having my email at my fingertips, if I have to go to a doctor’s appointment, or wait in line at the post office, I am able to check my email and respond to clients regardless of my location.
Clearing my head: My journal
My system: Despite the fact I most all my information is virtual, i still love to hand write. On my nightstand is a notebook journal divided into areas for lists. Some lists I have in my book include blog articles, marketing ideas, client projects, training. Also, there are pages for just writing.
What I do: At the end of each day, I put everything that is still in my head on my journal. If there is an idea or article, i write it down. If I can’t sleep and I wake up, and write it down. If I’m worried, I write down the worry. In the morning I review my lists, make new post it notes if necessary and cross off the items with my hi-lighter I addressed. By having a book at my nightstand, I am able to have a better night sleep with a clear mind so I can recharge for the next day.
Personal organizational systems in my eyes are what they are. Personal. There are so many methodologies on the market from gadgets to the good old fashioned pen. They all have different features and benefits. They all have downsides. What matters the most is you find something that works for you.