Emails, reports, subscriptions, market research, newspapers, books, and brochures are just some of the information sources that we are inundated with, in our modern workplaces.
Like it or not, we are caught up in an age where there is an explosion of information. With this constant bombardment of information it has become more and more difficult to manage efficiently the information we receive. It is only natural to sometimes suffer from information anxiety and a sense of being overwhelmed.
It has become crucial to have systems in place to be able to organise this information efficiently so we can find it easily.
Following are four strategies that will help you keep your information organised.
Strategy 1 - Have a place for everything and everything in its place
An analogy can be made with your kitchen. There is a place for your cutlery, plates, utensils, etc that enables you to find them quickly. This is also desirable in your workplace. You want all incoming work/information in a specific home so you know where to find it and are able to retrieve it efficiently when you need it.
Strategy 2 - Have the most frequently used items closest at hand
Items that you use frequently should be stored in an easily accessible place, close at hand. Items that you would rarely use could be stored for instance, in a cabinet across the room.
Strategy 3 - Keep like items together
Organise similar information by bunching them together in a way that makes sense to your brain so it can be efficiently retrieved.
Strategy 4 - Only keep what you need.
Make an assessment of the value of the information when you receive it. Determine if you have used this type of information before, if the answer is not often, then just get rid of it. The trick is to be lean, because the leaner you are the more efficient you are likely to be.
Over time we can develop certain ‘habits’ which sabotage our efficiency. Assessing systems we have in place and adjusting them if needed is a positive step towards greater productivity.
Collagis is committed to helping businesses like yours to optimise workforce and organisational effectiveness. We'd love to share with you how we can help you to organise information more efficiently.
The Personal Efficiency Program (PEP) helps individuals and teams to improve personal productivity and gain back on average 2 hours per person per day for meaningful work. Ask us for more information about how this could help your organisation to thrive.
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