Organization Skills

Published: Monday, 01 October 2018

1. Punctual

2. Multitasking

3. Setting and attaining goals

4. Being flexible and adaptable

5. Meeting deadlines

6. Planning

 

 

1. Punctual

What is it?

If you are punctual, you do something or arrive somewhere at the right time and are not late. “Punctual” is often used synonymously with “on time.” Punctuality is the state of being prompt.
The Latin root of punctuality is punctus, a sharp point. This is why people who value punctuality will tell you to meet them at six o’clock sharp, or right on the dot — in other words, at exactly the agreed-upon time.

 

Aims?

  • Teaching to be punctual because …
    • A punctuality habit can help you improve your job success.
    • If you are punctual, you will perform effectively.

 

How to get or improve it?

  • Make being punctual a priority. Make a commitment to become punctual.
  • You need to be clear on the reasons why you want to build that habit:
    • It will help you to avoid stress.
    • It will let your boss know that he can rely on you.
    • It will reduce friction with your co-workers.
  • Track how long tasks take – you can use a timer and set up reminders.
  • Be prepared to be on time. Preparation is one of the keys to punctuality.

 

Benefits and consequences

People with this skill tend to …

  • Be organized, have respect for others, and have good time management skills.
  • Show that they are a true professional and they manage their time well.
  • Increase their credibility and reliability. 
  • Reveals that they value their time and respect other people’s time.
  • Ensure that they are not stressed.
  • Makes their team more productive.
  • Build discipline.

People without this skill tend to …

  • Be late. This leads to poor workplace performance.
  • Be late to inform others that they have self-control problems.
  • Be late as in being rude to those whom you keep waiting. It tells others that you don’t value their time.
  • Be chronically late. That can make you lose clients, it can make you lose your job, and it can strain your relationships with the people who are most important to you.
  • Lack punctuality in school and internships. 

e.g. Trainee was almost fired even though he was very smart an efficient because he was always late.

  • Cause problems for the company by being late all the time.

 

Activities

  • Practice the day before, e.g. For important events, such as a job interview or if you have to give a presentation, practice how to get to where you need to be the day before. Make a good first impression when it comes to important events by practicing the day before so that you can be on time. 
  • Group activity: students are given time to think about their schedule and then they discuss and explain how they make sure that they achieved each goal.

 

 

2. Multitasking

What is it?

Multitasking is an ability to do a number of tasks or activities at the same time. 

 

Aims?

  • To save time by doing several things simultaneously.
  • To use your working time more efficiently.
  • To increase your productivity of labour.

 

How to get or improve it?

If you want to multitask efficiently, you should understand the way the human brain works.

  1. Our brain is actually not able to do two or more things simultaneously. What we call multitasking is rather switching between multiple tasks so quickly that it seems like we were doing them simultaneously.
  2. To multitask effectively you must be able to rotate your concentration smoothly and entirely from one activity to another.
  3. You should only multitask activities you have good control of. The less control you have, the worse is your ability to multitask and perform all the activities well.
  4. The more complex are the tasks, the lower is our ability to do them simultaneously without making mistakes or lowering the quality of your work. 

 

Benefits and consequences

People with this skill tend to …

  • Judge their ability to perform successful multitasking of individual tasks/jobs (i.e. asses their competence in each of the given jobs).
  • Only multitask with tasks and in situations they are familiar with.
  • Do multiple tasks at the same time while:
    • Maintaining high quality of their work.
    • Avoiding making mistakes. 
    • Switching focus from tasks to task effectively.

People without this skill tend to …

  • Try to multitask when doing a complex task.
  • Try to do too many things at once.
  • Try to multitask activities he/she is not good enough at.
  • Generate a lot of errors,  leading to injuries, resulting in inability to finish the tasks.
  • Not be able to work with many documents and if the person in charge is not able to able to multitask, the work might not take place, which implies a waste of time.

 

Activities

  • /

 

 

3. Setting and attaining goals

What is it?

It is a method for achieving success and accomplishment in life, which means to choose a goal, plan how to do it and then do it well. Goal setting is a process that starts with careful consideration of what you want to achieve and ends with a lot of hard work to actually do it.

 

Aims?

  • The aim of goal setting is to achieve what you want in life in a decisive and successfulmanner by taking the right actions.
  • For example, you can set the goal of buying a car and establishing a savings planthat successfully completes the goal.

 

How to get or improve it?

  1. Set goals that motivate you – motivation is a key to achieve goals. To make sure that your goal is motivating, write down why it is important to you.
  2. Set smart goals, which means that goals should be: 
    • Specific: your goal should be clear and well defined.
    • Measurable: you should be able to measure your degree of success, so include amounts, dates etc. 
    • Attainable: you need to make sure that it is possible to achieve the goals
    • Relevant: your goals should be relevant to the direction you want in your life and career. Make sure it is possible 
    • Time Bound: your goals must have a deadline
  3. Write down your goals, which makes it more real. You can put your goals in visible places (on your walls, desk, mirror, fridge etc.) as a reminder. You can use a To-Do List. 
  4. Create a realistic long-term goal with a realistic deadline.
  5. Create short-term goals, step-by step.

To be able to identify your goals, answer the following questions that will help you to set some goals: 

  • What do I want to accomplish in the upcoming years?
  • What are some things that I find interesting? 
  • What are some things that I really like to do?
  • Are there one of these things that I would like to learn more about or learn to do better?
  • Are there completely new things that I want to learn to do? 
  • What can block my progress? “You measure the size of the accomplishment by the obstacles you had to overcome to reach your goals.” Booker T. Washington
  • Example: You may want to run a marathon, but unless you are willing to invest the time and energy to train and prepare properly, you are not committed to it. 

 

Benefits and consequences

People with this skill tend to …

  • Have  the ‘big picture’ direction they want their life to take. 
  • Make their daily tasks more meaningful. 
  • Be more successful, more efficiently. 
  • Be more organized and focused. 
  • Build their self-confidence and a sense of accomplishment 

People without this skill tend to …

  • Lack of confidence.
  • Not to have a plan for achieving the goals.
  • Not to be realistic (expecting too much too soon). 
  • Fear failure. 
  • Put too much pressure on themselves to accomplish the goals. 

 

Activities

  • /

 

 

4. Being flexible and adaptable

What is it?

Being flexible and adaptable means being able or willing to change to suit and respond to changing conditions, requirements or needs.

 

Aims?

  • To be able to work in varied conditions. 
  • To be able to handle unforeseen issues and changing deadlines.
  • To be able to make decisions and find new solutions quickly.
  • To adapt to changes to stay relevant and keep up with the times and avoid stagnation.
  • To use your opportunities. 

 

How to get or improve it?

  1. Living abroad as part of an exchange programme.
  2. Balancing your school commitments with part-time work.
  3. Spending time or working with people of different ages and cultures. 
  4. Finding a challenging work placement or internship to gain work experience while at school.
  5. Train your resourcefulness on your school tasks and assignments. When something fails and you get stuck, think of plan B, C …
  6. Trying to find, plan and realize new ways of raising money for charity. 

 

Benefits and consequences

People with this skill tend to …

  • Adjust their style of working or method to suit a new situation or in case of emergency.
  • Learn from their mistakes and looking for ways to avoid them next time.
  • Show creativity.
  • Shift their priorities in order to meet the needs of a new situation.
  • Cover for colleagues on sick leave or on vacation.
  • Be receptive. It means follow the development in the industry and society and notice or even anticipate changes.
  • Be positive to changes and maintaining a positive attitude. 
  • Be pro-active – seek out new ways of doing things, experiment. 
  • Have the confidence and will to improvise. 
  • Try to solve any problem. 

People without this skill tend to …

  • Stick to their routine rigidly.
  • Be reluctant to adapt to new circumstances for different reason, for example laziness, indecisiveness, lack of confidence, lack of relevant information and knowledge. 
  • Be reluctant to learn new methods, work with new technologies, try new approaches. 
  • Be stressed out when facing unexpected difficulties.
  • Back away when obstacles occur. 
  • Be afraid of change. 

Activities

  • /

 

 

5. Meeting deadlines

What is it?

Deadline is the time by which something must be finished or submitted, the latest time for finishing something. Deadlines are essential for the smooth running of any organization. They keep work flowing and ensure that everyone is working to an agreed end date. 

 

Aims?

Teaching to meet deadlines because …

  • It can help you improve your success. Meeting deadlines is critical to success on the job. If someone has a difficulty completing projects on time, it is necessary to consider the time management skill. We should make meeting deadlines a habit. 

 

How to get or improve it?

  1. Care about deadlines. You have to be very serious about meeting deadlines and make them a priority to show respect for others.
  2. Keep a list of deadlines and make a detailed schedule (eg. Break tasks into small components) and keep a calendar on your desk.
  3. Evaluate what’s required – you need to understand what the task involves
  4. Always start with your most important tasks first. 
  5. Limit your distractions (answers calls, email, facebook etc.) 
  6. Get the right resources (materials ready and available in time). Think about potential problems (eg. Illness, equipment failure etc.) 
  7. If you miss a deadline, make every effort to limit the damage. Deal with the problem immediately – keep others informed of progress of your work and highlight any issues that delayed you. Agree to meet a new deadline. 

 

Benefits and consequences

People with this skill tend to …

  • Meet deadlines.
  • Show their respect for others.
  • Make themselves reliable.

People without this skill tend to …

  • Think it is not important after all. 
  • Think it doesn’t matter the work didn’t get done.
  • Assume there are no consequences for missing a deadline.
  • Assume other people are not serious about meeting our commitments.

“Late” is okay in our organizational values. 

  • Not to take responsibilities when they have to finish a job. 
  • Waste a lot of time. Many times we have to work with a lot of documents and if the person in charge is not able to have a good organization, the work might not take place, which implies a waste of time. 

 

Activities

  • /

 

 

6. Planning

What is it?

Planning includes the ability to determine the right way to carry out task or reach a goal, estimate the time and effort required and resources needed and decide the right order of subtasks and develop a schedule of the work or process. 

 

Aims?

  • To lay out your work realistically to be able to complete the task including time “buffers” to compensate for unexpected delays.
  • To use your time, energy and resources wisely.
  • To be able to keep deadlines and follow through on commitments 

 

How to get or improve it?

  1. Planning a family trip, school excursion etc.
  2. Organising a school event.
  3. Organising a charity event.
  4. Cooking for a group of people.
  5. Project work at school.
  6. Preparing a presentation.
  7. Preparing for an exam or a competition.

 

Benefits and consequences

People with this skill tend to …

  • Plan on paper using calendar, gant charts, “to do” lists and other tools that make it much easier to keep track of the stages, milestones and deadlines. 
  • Be able to prioritize.
  • Be flexible and is capable of dealing with setbacks and unexpected delays. 
  • Stay focused and avoids downtime or procrastination. 

People without this skill tend to …

  • Get under pressure.
  • Have difficulties with keeping deadlines.
  • Not be able to handle unexpected problems and delays.
  • Do tasks either too quickly and carelessly or slowly and incompletely. 

 

Activities

  • /

 

 

Hits: 53