1.
Organizational Skills
Emily Kates, Miguel Lara, Travis Dodge, Nichole Buck, Sarah Hamilton

2.
“Some people are naturally organized, but their habits
which they adopt to become organized are not that
difficult to learn”
Mancini, (2003)
Words of Wisdom

3.
 Pitfalls to Organization
 Strategies for Being More Organized
 Time management
 Traditional Managers
 Organization for Managers & Leaders
Road Map

4.
What Prevents you from being
Organized?

5.
Pitfalls of Organization

6.
 Task Management
 Gathering Tasks
 Defining Tasks
 Preparation
 Methods
 Files
 Folders
 Planner
 Technology
Strategies for Getting More Organized

7.
 Finding Out what Needs to Be Done:
 “Information flows at us continuously from email, voice mail,
meetings, cellphones, mail, magazines, books, newspaper,
Web, TV”
→ The trick knowing what information is valuable and
what is not
 Having a Method & Using it Consistently
 Once you receive a task write it down, set an alarm, put it in your
phone.
 Whatever you do- Do it Consistently
Gathering Tasks

8.
 When Does it Need to be Done by:
 Deadlines
 create a sense of urgency
 help prioritize which tasks are most important
 “Non-time targeted tasks don’t get done! Give every task a
deadline. Until you set a deadline for a project, it’s more like a
wish not an action”
Someday is Not a Day of the Week!
Gathering Tasks

9.
 Involves a written plan which specifies the steps needed to
achieve a desired result
 You cannot plan and work at the same time
 “ Suppose you wanted to build a deck, you wouldn’t buy the
lumber and start sawing the wood without planning how large
the deck should be”
Defining Tasks

10.
 Use your Question Words:
 Who
 Personal Tasks
 Delegation - Do I have time? Would it be a better project for someone
else?
 When
 Deadlines
 What
 What exactly needs to be done?
 How
 Break it down into smaller steps
 Work Back from a deadline to identify the action that needs to be taken.
Defining Tasks

11.
 At the End of the Day
 Tidy Up
 Take 5 Minutes to clear your desk for tomorrow
 Evaluate the Day
 What worked, what didn’t work, what would I do differently?
Preparation

12.
 Creating a plan for Tomorrow Today
 Define what needs to get done, and by when
 Work in what will be done differently tomorrow
 Example
 Looking at schedule/planner before bed every night
 Helps Determine:
 What needs to be done, and when I am going to do it during the
day.
Preparation

13.
“With practice practitioners can improve their organizational
skills through consistently following an organizational process and
developing positive and helpful routines and habits”
(Wicker, 2009)
METHODS
Lack of consistency results in a loss of
information and time
Pick a single reference tool

14.
 Help with awareness of where things are located.
 Filing:
File Systems
Excessive
“Is it conceivable I
might want to
refer to this file in
the future?”
Always a Yes
Sensible
“If I wanted this
item again and I
didn’t have it,
what would I do?”
Usually you’ll get
along fine without
it

15.
 Physical Record Keeping
 Portable - Easy to Carry Essentials
Folders
Home
Folder
Pocket
Files

16.
 Master List
 “Reservoir or catchment basin in which you capture
everything you have to do”
 Daily List
 “Each morning or night, create a new daily list for the day
mostly including things from the master list, but also adding
sporadic things that have just arisen”
 Should be specific, limited, and timely
Lists with Dates

17.
Benefits
Planners
Permanent Records
Don't Need to be Recharged
Ability to cross out once completed

18.
Emily’s Planner

19.
Benefits
Technology
Easy for simple routine tasks time after
time
Organizing lists of items & displaying in
various ways
Cloud Technology - Access anywhere, no
need to bring a planner

20.
Microsoft Office Software

21.
 No method is perfect
 They all have different benefits & downfalls!
Consistency is the key!
Methods – Take Away

22.
 Instructions:
 You will each receive a handout that contains a few different types of
tasks to be organized for two months!
 Use:
 One of the techniques discussed
 A hybrid technique
 Your own method to organize these tasks
 You can use the Calendar provided on the back, your planner, or any
device you have with you!
 Assume Today is November 1st!
 Some Tasks Don’t have dates – Use your own judgment
 You have 5 Minutes!
Time: 5 Minutes
Class Activity

23.
 Things to Note:
 Not all tasks have dates – Emails, Phone calls, ASAP
 Should use your judgment and assign a date yourself
 Repetitive Tasks – Make sure you write-in for every date
 Big Tasks – Start taxes, Organize personal Finances, Submit Quarter Reports
 Probably require breaking into smaller tasks & and assigning shorter deadlines
 Continually Update these lists – Planner, App, Outlook
Any Different Methods we haven’t mentioned?
Activity DeBrief

24.
Strategies for Time Management
Setting
Goals
PrioritizingScheduling

25.
S.M.A.R.T Goals
Goal Setting
Specific What are your goals?
Measurable How will you measure your
goals?
Attainable Are the goals achievable?
Realistic/ Relevant Are the goals realistic and
relevant?
Tangible/Time-Bound Are the goals tangible and
when will it be accomplished?

26.
 Tasks
 Important and Urgent
 Important and Not Urgent
 Urgent but Not Important
 Busy Work
 Wasted Time
Priorities
Set prioritizes by:
Importance and
then urgency
What are the Priorities?

27.
To Do List

28.
Directions
Because you don't seem to be getting as much
accomplished as you would like, you decide to analyze your
activities for one day. You kept a record of your job routine
and personal activities in 15-minute segments. Following is a
summary of what you accomplished during the day.
Analyze the activities for the day and suggest some areas
in which you might save time.
Organizational Skills Activity

29.
How would you save time?
Skip breaks?
 Skipping breaks will
actually hurt your
productivity
Different Ideas:
 Supplies
 One trip for all supplies
 Have them delivered
prior
 Organize in advance
 Not as many personal
calls

30.
What else can help with managing
your time?
Breaking down large projects into smaller tasks
Setting a due date for yourself
What else can you do?

31.
Traditional Management

32.
Why are these skills important for managers?
Scheduling?
Organization?
Task management?
Discussion

33.
Classical Functions of Management
1) Planning
2) Organizing
3) Coordinating
4) Commanding
5) Controlling
Henri Fayol (Istanbul, 29 July 1841 – Paris, 19 November 1925)

34.
Mahoney, Jerdee, Carroll (1963, 1965)
P Planning 19%
R Representing 2%
I Investigating 26%
N Negotiating 07%
C Coordinating 21%
E Evaluating 9%
S Supervising 12%
S Staffing 5%

35.
GE study (1957) Planning Organization Production
Stagner (1969) Organizational Planning Profitability
Boyatzis (1982) Goal setting Planning Effectiveness
Studies over the years

36.
Hughes and Singler (1985)
Organizing
Planning

37.
Successful vs Effective Managers
Luthans (1988)
Time Spent Daily
Traditional Management

38.
 Planning
 Organizing
 Coordinating
Traditional Management

39.
 Skills have been known as “threshold capabilities”,
Goleman, (1998)
 Managerial and Leadership-styled skills combined are
necessary
 Functional overlap between managers and leaders
 Cultural differences still prevalent
 Each is used to balance one another
Managers are Leaders

40.
Cycle between Managers and
Leaders
Planning &
Budgeting
•Setting
Direction
Organizing &
Staffing
•Aligning Vision
Providing Control
& Problem Solving
•Motivating

41.
Functional Overlap
Verma and Kamlesh (2001)
 Articulate that there is a
functional overlap based
off of two components:
Human Factors
• Managers
• Organizing &
Staffing
Interpersonal
Activity
• Leaders
• Motivating
• Richard
Nicolosi – P&G

42.
 Managers and Leaders have taken different approaches to
organizing teams
 I.E Japanese managers seen as leaders, Ravichandran (2000)
 U.S, Japan, and China ,Weihrich (1990)
Cultural Differences
U.S.
•Emphasis on
the Individual
•Clearly Defined
Responsibilities
Japan
•Collective
Approach
•Informal
Organizational
Team Structure
China
•Emphasis on
the Individual
•Identify with
the company,
no team spirit

43.
Skills Apply to
Both Managers
& Leaders
Strategies for
Being More
Organized &
Time
Management
Pitfalls of
Organization
Conclusions

44.
“The real challenge is to combine strong leadership and
strong management and use each to balance the other”
Kotter, (1990)
21st Century Leadership

45.
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