by Greg Smith
The professional world of career ladders and corporate activities can be difficult to navigate in the best of times. Then, throw in multiple projects and, on occasion, more than one boss, and it can get very overwhelming. The key to dealing with stress in the workplace is staying organised by establishing good habits and tools that can make your daily tasks that much more simple! Check out these five tips to get started:
1.       Establish Good Habits
Whether it’s a new position or simply trying to manage a hectic workload, there's no denying that taking a few simple steps to schedule time to get organised is going to be a benefit in the long run. Creating and maintaining healthy habits will add more structure and stress relief. These habits include:
Reserve a 10-minute period at the end of the day to tidy up the desk or workplace.
Set time to file away papers.
Create auto-filters to direct emails to specific project folders.
Pay attention to tasks at-hand and actively listen while speaking with senior executives and clients.
Plan ahead for upcoming meetings and brainstorm possible questions to ask regarding the topics discussed.
2.       Use Only One Calendar
A great way to stay on top of meetings, deadlines and tasks is to use a calendar associated with work email accounts. It’s helpful to mark all events on the calendar and have access to it easily and consistently. Use the calendar to add alerts, particularly for recurring events or important meetings. Be sure to have only one calendar to reduce confusion or missed appointments.
3.       Make Lists
Be sure to create lists to prioritise tasks on a daily basis. Updating the next day’s list based on accomplishments achieved that day will help keep priorities organised and know which tasks need to be worked on first.
4.       Use Technology Wisely
Keep phone numbers and other often-used data on your computer and/or mobile work phone. If unknown numbers are often received, utilise a smartphone app like Privus Mobile that provides caller ID, text ID and voice cue services to any and all incoming numbers despite being saved in a contact list or not. Apps like these allow users to easily add new contacts to address books.
Online organisers — which can be accessed via a computer or phone — can combine calendars, address books, to-do lists and more. It may take a little time to master these digital tools, but it’ll save time and help avoid missing any important phone calls or tasks.
5.       Throw Out the Junk
Think about decluttering and what files or stacks of paper are essential to keep. Make a “toss” pile, a “store” pile and an active “to-do” pile. The rolodex cards from 2004? Toss them, but make sure they’re backed up electronically, first. The budget report from 2009? Store it, but only one copy. A printout of a receipt that needs to be filed by Friday? Keep it on hand.
6.       Make It Personal
While not all offices or work areas allow for a beautiful skyline view, taking steps to make the space pleasing will help reduce stress and increase productivity. A few great ways to do this include:
Putting up pictures of friends, family or inspirational quotes.
Instead of sticky notes with deadline reminders, keep plants or flowers.
Have information out for tasks that are currently being worked on. All other information and stacks of paper should be out of sight and neatly filed away until ready to be started, helping to stay focused on one task at a time.
Getting organised is on many busy administrative professionals’to-do list. But once a system is set up to tame the clutter, staying organised can increase productivity and reduce the daily amount of work-related stress in any administrative role!
More About Greg Smith
This article was contributed by Greg Smith, president and CEO of Privus Mobile, a wholly owned subsidiary of Accudata Technologies. Privus Mobile, which is focused on providing the most comprehensive Caller ID service available, is headquartered in Allen, Texas. For more information, visit