As we begin the new year I know that many people will have new Year’s resolutions. I’m sure that some people out there have determined that they want to get organized this year. If you have then this is for you.
I have come across many different leaders in my career and in the church. The most successful leaders I’ve had we’re organized. The benefits far out weigh the negative when it comes to getting things organized. I’ve never heard anyone state that they wanted to be less organized. There is no excuse for not being organized. With all of the tools that we have at our finger tips it’s becoming easier and easier to get and remain organized. Some people procrastinate or attempt to justify their lack of organization skills. I want to be clear…organization is not a skill that you have at birth. It’s something that you learn overtime but you have to put in the effort to develope this skill just like any other. Here are a few things that I do and use to help me stay organized.
5. Email:
This can be a great tool especially in the world we live in where a majority of people can get their email on their phones. In order for this to be an effective tool to help you stay organized you have to utilize the functions that email has to offer. First, I have multiple email accounts (Their free why not) I use my yahoo email account for anything that I think will end up sending me junk mail. I use my gmail account to give out to actual people. I early use this email when I sign up for something online to avoid getting junk mail and spam at this email address. I also have an email address that I use for work and I only use this for work related emails. Second, create folders within the inbox and as emails come in place them in the appropriate folders. Yahoo, Gmail and Outlook all have this function and to my knowledge all email services do as well. I even have folders at my Yahoo/junk mail account to help me organize the devotionals, verses of the day and other daily emails that I receive at this account. Bother thing that I do is I rarely delete my email. This is referring to actual emails not spam. There have been many times that this has come in handy especially at work. When I was accused of not sending an email but I save the sent email with the time and date stamped. Unfortunately I have had to use this for ministry purposes as well. Whether you use this to cover yourself or to keep old emails for future reference this is a habit that has paid off for me more than once.
4. Lists:
I love to make lists. Whether its “To-Do” lists for t home or a list of task thT I need to accomplish at work. There are apps for smartphones and tablet devices specifically for making lists, many of them are free. I use some apps for this which I will specifically talk about later. The potential problem with lists is that it’s easy to add things to the list and as a result you can end up with a really long list. Something else that I’ve realized is that without a system to prioritize the items on your list what may start as number one on your list may end up being bumped down as you begin to add additions to your list. As long as you know how to prioritize the items on your list this can be a great tool to help you become more organized. I want to point out that you are not stuck to one list. I often have two or three lists that I am working with. The three lists that I usually have are for work, ministry & family/personal. Any more than three can be cumbersome so I usually operate with just these three but there may be times that I create. List for a specific project. No matter how many lists that you have just remember to prioritize.
3. iPad:
This has been a dream come true when it comes to organization. There are thousands of apps many of which are free that are designed specifically for productivity and organization. The app that I use the most is called Plaintext and it is simply an app that you can use for typing. The thing about this app that I like the most is that it syncs with my Drop Box account which allows me to access all of the documents that I typed on any devices with the Internet. I also love that you can create multiple folders and even folders within the folders to keep all of your typed documents nice and…you guessed it organized. Plaintext is a free app and is pricless for ministry. I have several sermons, Bible studies and blog posts all saved in this one app. No matter where I go I have access to these resources which comes in handy if your asked to speak in an impromptu situation. Another app that I use just as much if not more is a free Bible app called YouVersion. This app has several translations, allows you to download them for offline use, take notes while reading and has several different reading plans to assist in daily reading the Word. This app also syncs with other devices, such as smartphones and you can pick up your reading on the go. Meeting Box is another free app that I recently downloaded which allows you to create an agenda for a meeting, take notes during the meeting and record the audio for your reference later. During a meeting that requires minutes be typed up later this can be a handy tool and I look forward to using this app more. iScope is the final free app that I will mention. This app is for tracking the progress of a specific project. You can create and then subtasks for a project as well as assign them to specific people. iScope also allows you include due dates which allows you to follow up with people and their progress. I just downloaded this app and already have three tasks for a project that are being worked on by different people. I’m looking forward to using this app more as well. The iPad is a great asset to help you stayed organized especially if you are on the go all the time. I don’t use my iPad for work…I specifically use it for ministry and personal purposes. If you can get one they are worth price.
2. Smart Phone (Android):
Some people have an iPad and an iPhone…I have an android smart phone. I love my phone and the android app market. I use my phone for work, ministry and personal organization and is a great asset for staying connected to people through social networking sites like Facebook and Twitter. Accessing emails is extremely easy on most smart phones. But there are a few apps that I use on my phone that assist me in staying organized. Speaktoit Assistant is a free app that is much like the new Siri app on the new iPhones. This app syncs with your google calendar where you can add things that you need to accomplish. Once you are synced up you simply ask (yes you literally ask) “What’s on my agenda today?” and your digital assitant will tell you (yes tell you) everything that you have on your agenda for the day. This app will also sync to your Facebook and Twitter accounts as well. But as far as staying organized it helps to have someone tell you what you have going on everyday. The best part is that this app is free. Do It Tomorrow is another free app that I use…it’s a simple app that allows you to make a do it list for your current day or you can make a list for the following day. The down fall here is that you can only make lists for two days. No further planning is allowed in this app. Evernote and Dropbox are both apps that I use. They are both free and they sync to my iPad and are accessible online. Evernote is simply for making notes. These notes can be lists, ideas, to do lists, blog posts…whatever your heart desires. Dropbox allows you to save documents and pictures to a webste online. You have to log in with a password and login in order to access the documents so they are secure and private. You can create folders in both of these apps to help you stay organized as well. I use both of these for work, ministry and personal purposes.
1. Pen and Notebook:
When batteries die and you have no access to your apps or devices you have to be prepared to remain organized. Technological failures is no excuse to get unorganized. My friends know that I almost always have a pen and some form on notebook or paper on me at any given time. You never know when an inspiration, thought, idea or task will come up and odds are you won’t remember it later. If you have something to write with you can quickly write down the idea and refer to it later. I have multiple notebooks to help me stay organized. I have two for work, one for ministry and a few others for personal organization. I don’t always carry all of the notebooks with me but I usually have something to write with and write on when I am on the move. You can easily find cheap notebooks, even small ones that will be able to fit in your back pocket or purse.
I had a friend ask me not too long ago how I stay organized and I began to list some things that I do in order to stay organized. Remember organization begins with a choice to develop your organizational skills. If you have any ideas to help people become more organized leave them in the comments below.