We all want to be productive and efficient, but very often, it ends up being a race against time and ourselves. In the pursuit to do the most in the littlest time possible, we burn out quickly and experience setbacks (which can take a lot to recover from). As many smart people say, humans have always wanted to defeat chaos and organize it. But to what extent is it possible? Trying too hard almost always leads to even more chaos and disarray than before. So, what can we do to organize chaos well without exhausting ourselves? Fortunately, there are plenty of methods and tools at our disposal to make our professional lives more enjoyable and manageable. In fact, they can actually be freeing – if you have a clear understanding of what you have to do, in what order, and when, you won’t have to waste your mental power and energy on these organizational things every day. Things like time management and structuring your workflow don’t have to feel constricting. Here are a couple of practices I consistently employ to keep the chaos at bay and turn my job from a dreaded chore into something I genuinely love doing. Setting Clear Goals + Building a Hierarchy of Tasks Understanding what needs to be done, why, and the expected results is key. I prefer short-term plans, typically on a monthly basis, so I prioritize tasks based on urgency (you can use the Eisenhower method) and timelines. This helps me maintain a clear schedule because I always know what to do and when to do it. Using Project Management Tools For team projects, employing project management tools is a non-negotiable. Tools like Asana, Monday, Trello, etc. allow you to break down projects into tasks, assign responsibilities, set deadlines, and track progress – in short, do everything that’s essential for the project's evolution. Developing Templates Templates serve as creative blueprints for taking the next steps. Having templates on hand makes the process of writing, designing, creating, etc. a lot easier. Yes, it takes time and effort to develop quality templates, but the investment pays off 100% by simplifying future work. Establishing Work Rituals Rituals bring structure to our existence and provide a sense of rhythm. Work rituals can regulate our attention, help us maintain work-life balance, and add personal meaning to our tasks. A work ritual can look very different: it can be a special playlist, a designated work area or time, a unique work-related activity, and so on – it all comes down to your personal preferences. The main thing is to do something to make your work enjoyable and purposeful. Using Feedback Loops Feedback loops are essential for gauging the effectiveness of your efforts. Documenting tasks, defining KPIs, and drawing conclusions from data can elevate your work process and establish a system of how to do things that you can adapt to other spheres of your life. If you set up a continuous feedback loop for your work process, you’ll be able to experiment, analyze, adapt, and repeat these steps to stay on your path to growth. And that’s pretty much all that I do to organize my workflow. Another important tactic for doing things more efficiently and easily (which is no less important) is automation, but that’s a topic for another day.
