27 Great Tips to Keep Your Life Organized

Every Monday is Productivity & Organization Day at Zen Habits.

It’s a rare person among us who doesn’t feel the need to get more organized. I consider myself fairly organized, for example, but there are times when I get a little lax about my organizational rules, and there’s always room for improvement.

And if you’re already organized (read: you’re an organizational freak), chances are, you like to read about others’ organizational systems.

As such, there should be something for everyone on this list.

A couple of weeks ago, I asked all of you for your best organizational tips and tools. And you responded in force, with some great stuff. What follows are some of the best of the tips (tools will be in another post), edited for brevity and consistency.

I must emphasize: these are not my tips, but yours, and when you see the word “I” it refers to the reader writing the tip, not me. Names have been removed to protect the innocent.

3 Most Important Tasks. Writing down and making mental note of my top 3 tasks to get done for the day. Everything else seems to fall into place if I do that.
An easy and workable task list, or to do list. While I love all of these handy web 2.0 apps, computer software, very neat gadgets like palms and really cool cell phones, they just don’t work for me. I’m a lazy woman, with an even lazier attitude. I might put a task in Remember the Milk, another task in my palm, one in my Gcal and send another text to my phone. With all of these different ways of doing things, I end up spending much more time trying to organize my to do list, or consolidate it, that I don’t get much actually done.
Keep ubiquitous capture device. It might not be the same device for every location (I have a moleskine for work, but use my mobile for inspiration on the fly) but just being able to write stuff down when you think about it is key for me.
Choose one tool and stick with it.
Do one thing at a time.
Do it now.
Make use of the word no.
Use the recycling bin/trash basket. Organizing unnecessary items is wasted energy. It is amazing how much more in control I feel just by ridding myself of now outdated articles I’d like to read “someday,” or countless meeting notes from which relevant action items have already been extracted.
A (good) place for everything, and everything in its place. By finding places that are easy to get to for all the things I use most often, and places that are pretty easy to get to for the things I use less often, I spend less time dreading doing things and more time actually doing things. And the place for things you never use is elsewhere (trash can, place that accepts donations, etc.).
Simplify, simplify, simplify!
Put it away now. The single, simplest thing I do to stay personally organized is to put whatever tool, item, clothing, bag, hairbrush etc., away immediately after using it. I always know where everything and anything is so I never waste time looking for something. Very efficient. I could tell a stranger where to find anything in my home.
Keep a to-do list that syncs with your mobile phone (so you can add stuff as and when you remember it). And make sure every item has a due date.
Change. It obsoletes unimportant things. It brings down any method or idea that isn’t timeless. It brings up newer and more important things that you and others can’t resist anymore. Best of all: it’s an organizing tool that operates itself. You simply have to embrace it.
Divide material into red, yellow, blue and green plastic file folders. For example, anything that has to be done today (paperwork to be given to a client, bills to be mailed) go in the red folder. Contact material or anything related to customer field support goes in the yellow folder. Your mileage may vary as to how you organize your briefcase, and like me you may also have project-specific manilla file folders as well, but dividing stuff up into just four color coded folders is a huge help.
Flylady.net. She helped me realize that I needed to apply GTD principles to my home life and not just work. I had work under control using checklists, projects and next actions. I tried the same system at home and failed. Then about a month ago I discovered flylady.net courtesy I believe one of your blog posts. Wow, what a difference. My house is clean and so is my desk at work. Many if not most of her basic ideas are just like GTD in a slightly different perspective (control journal, baby steps) and also concrete methods for accomplishing next actions (2 minute hot spots, 15 minute timers). Her most useful tip was to put my daily/weekly lists into shiny page protectors in my control journal. I use a dry erase marker and voila no more killing trees or not doing my list because I can’t print it (or want to avoid the hassle). The best thing about this, I am more relaxed, my blood pressure is finally dropping and I feel less stressed.
Unapologetically take control of your time and priorities.
Sort at the source. My favorite organizational tool is my post office box. I visit it once a week (usually Saturday), stand at the counter in the lobby and sort my mail. I use the P.O.’s trash bin. What comes into my house is only what I need to have. Bills and letters and checks go into my inbox (which by the way is a box with a lid that is wrapped in lovely fabric and has a yellow bow on it so it looks like a present sitting on my desk). Reading material goes on the table by my chaise lounge which is where I do all my reading.
A sheet of paper, a calendar and a white board. I’ve found that the easiest way to organize myself, my days and so forth is a good paper calendar, a sheet of paper that I divide into four sections and a medium sized white board. For my paper the top left section is my actual running to do list for today. The top right section is my running grocery list, or list of things I must purchase. The bottom left is for notes such as calls I made, who I spoke to, appointment dates. The bottom right is whatever I need to move to another day. If I’m told to call back on Monday, then I note that on the calendar. As for the white board, the kids can make notes (Can I spend the night at Brian’s on Friday? Grandma called), and I can jot down things as I think of them to be added to tomorrow’s to do list. My calendar, and the white board are in the same location, so I can transfer short notes if need be. I carry my paper task list with me everywhere, so I can make notes at any given moment.
Color coding. I’m a visual person, and I find that color-coding my various lists and calendars minimizes the time I have to spend looking at them. This worked especially well when I was in school: I dumped every class syllabus into Outlook, and then color-coded every class period (blue for paper due, yellow for quiz, red for test, etc). It took awhile to set up, sure, but then for the rest of the semester I only had to glance at Outlook to get a very clear idea of what kind of week I was going to have.
One binder. I use a binder cleverly labeled “@ 2007″ with the following divisions:
- @ Today - With my Emergent Task Planner from davidseah.com;
- @ Week - The remaining days of the week ETP’s as a skeleton;
- @ Year - All my historical sheets;
- @ Diet - Which tracks what I have eaten for the day;
- @ Fitness - Which tracks my workout routine for the day. My binder is with me all the time and it has helped me become a better employee, family member and relationship guy.
Write down, execute and tidy up on the way. These are is my organization bible. I’ve been living that way since more than two years and I can say that I’m an organized person.
A little whiteboard on my bedroom wall. I have it separated into two sections, a “todo” and a “today”. “Todo” is a list of general things I have to do, like get my car inspected, buy someone a present, etc. Then “today” is what I need to do, obviously, today! Things can be moved back and forth as appropriate. I find having a specific list for today helps push me to get the important things done in a timely manner. I also keep two things permanently on the “today” part, which are meditation and exercise. This seems to help.
Note cards. One can write tasks on them — one per card, or in a list (depending on the type of task in question; I do both). When doing one per card, the stack serves as an easy prioritization scheme. But wait, there’s more: They can be arranged on cork boards, shared, annotated, torn up and rearranged. They can be used as placeholders, as mini-white boards and as tokens to model ideas. They are easy to carry around, and to attach to other documents. Further, different colors allow for a visual representation of different kinds of todo’s (as can different annotations). Finally, they are cheap and most importantly of all: easy (much easier than software) to reconfigure as needs and projects change.
Never rely on a single point of failure. I’ve seen people pay $1,000 to hear speakers at a conference and only have one pen to take notes. It’s a great feeling when one thing breaks, gets lost, or runs out of power, and you have another one in reserve!
Have.. less.. stuff.
Delegate. Learn to trust people with critical tasks in all areas of your life. When you learn to effectively delegate tasks you actually find that it is easier to keep the stuff you cannot delegate better organized.
You control your life. Whatever electronics or paper you use, make them work for YOU not the other way around. Does Outlook really have to stay checking your email every 5 minutes? Maybe, but I bet you’ll get a whole lot more done if you check it a few times per day. That goes for the Blackberry too! After all, there are so many tools, and one to fit everyone - so use what works, but make it work for you!

If you liked this article, please bookmark it in del.icio.us or vote for it on Digg. Thanks!

27 Great Tips to Keep Your Life Organized

Every Monday is Productivity & Organization Day at Zen Habits.

And if you’re already organized (read: you’re an organizational freak), chances are, you like to read about others’ organizational systems.

As such, there should be something for everyone on this list.

I must emphasize: these are not my tips, but yours, and when you see the word “I” it refers to the reader writing the tip, not me. Names have been removed to protect the innocent.

3 Most Important Tasks. Writing down and making mental note of my top 3 tasks to get done for the day. Everything else seems to fall into place if I do that.
An easy and workable task list, or to do list. While I love all of these handy web 2.0 apps, computer software, very neat gadgets like palms and really cool cell phones, they just don’t work for me. I’m a lazy woman, with an even lazier attitude. I might put a task in Remember the Milk, another task in my palm, one in my Gcal and send another text to my phone. With all of these different ways of doing things, I end up spending much more time trying to organize my to do list, or consolidate it, that I don’t get much actually done.
Keep ubiquitous capture device. It might not be the same device for every location (I have a moleskine for work, but use my mobile for inspiration on the fly) but just being able to write stuff down when you think about it is key for me.
Choose one tool and stick with it.
Do one thing at a time.
Do it now.
Make use of the word no.
Use the recycling bin/trash basket. Organizing unnecessary items is wasted energy. It is amazing how much more in control I feel just by ridding myself of now outdated articles I’d like to read “someday,” or countless meeting notes from which relevant action items have already been extracted.
A (good) place for everything, and everything in its place. By finding places that are easy to get to for all the things I use most often, and places that are pretty easy to get to for the things I use less often, I spend less time dreading doing things and more time actually doing things. And the place for things you never use is elsewhere (trash can, place that accepts donations, etc.).
Simplify, simplify, simplify!
Put it away now. The single, simplest thing I do to stay personally organized is to put whatever tool, item, clothing, bag, hairbrush etc., away immediately after using it. I always know where everything and anything is so I never waste time looking for something. Very efficient. I could tell a stranger where to find anything in my home.
Keep a to-do list that syncs with your mobile phone (so you can add stuff as and when you remember it). And make sure every item has a due date.
Change. It obsoletes unimportant things. It brings down any method or idea that isn’t timeless. It brings up newer and more important things that you and others can’t resist anymore. Best of all: it’s an organizing tool that operates itself. You simply have to embrace it.
Divide material into red, yellow, blue and green plastic file folders. For example, anything that has to be done today (paperwork to be given to a client, bills to be mailed) go in the red folder. Contact material or anything related to customer field support goes in the yellow folder. Your mileage may vary as to how you organize your briefcase, and like me you may also have project-specific manilla file folders as well, but dividing stuff up into just four color coded folders is a huge help.
Flylady.net. She helped me realize that I needed to apply GTD principles to my home life and not just work. I had work under control using checklists, projects and next actions. I tried the same system at home and failed. Then about a month ago I discovered flylady.net courtesy I believe one of your blog posts. Wow, what a difference. My house is clean and so is my desk at work. Many if not most of her basic ideas are just like GTD in a slightly different perspective (control journal, baby steps) and also concrete methods for accomplishing next actions (2 minute hot spots, 15 minute timers). Her most useful tip was to put my daily/weekly lists into shiny page protectors in my control journal. I use a dry erase marker and voila no more killing trees or not doing my list because I can’t print it (or want to avoid the hassle). The best thing about this, I am more relaxed, my blood pressure is finally dropping and I feel less stressed.
Unapologetically take control of your time and priorities.
Sort at the source. My favorite organizational tool is my post office box. I visit it once a week (usually Saturday), stand at the counter in the lobby and sort my mail. I use the P.O.’s trash bin. What comes into my house is only what I need to have. Bills and letters and checks go into my inbox (which by the way is a box with a lid that is wrapped in lovely fabric and has a yellow bow on it so it looks like a present sitting on my desk). Reading material goes on the table by my chaise lounge which is where I do all my reading.
A sheet of paper, a calendar and a white board. I’ve found that the easiest way to organize myself, my days and so forth is a good paper calendar, a sheet of paper that I divide into four sections and a medium sized white board. For my paper the top left section is my actual running to do list for today. The top right section is my running grocery list, or list of things I must purchase. The bottom left is for notes such as calls I made, who I spoke to, appointment dates. The bottom right is whatever I need to move to another day. If I’m told to call back on Monday, then I note that on the calendar. As for the white board, the kids can make notes (Can I spend the night at Brian’s on Friday? Grandma called), and I can jot down things as I think of them to be added to tomorrow’s to do list. My calendar, and the white board are in the same location, so I can transfer short notes if need be. I carry my paper task list with me everywhere, so I can make notes at any given moment.
Color coding. I’m a visual person, and I find that color-coding my various lists and calendars minimizes the time I have to spend looking at them. This worked especially well when I was in school: I dumped every class syllabus into Outlook, and then color-coded every class period (blue for paper due, yellow for quiz, red for test, etc). It took awhile to set up, sure, but then for the rest of the semester I only had to glance at Outlook to get a very clear idea of what kind of week I was going to have.
One binder. I use a binder cleverly labeled “@ 2007″ with the following divisions:
- @ Today - With my Emergent Task Planner from davidseah.com;
- @ Week - The remaining days of the week ETP’s as a skeleton;
- @ Year - All my historical sheets;
- @ Diet - Which tracks what I have eaten for the day;
- @ Fitness - Which tracks my workout routine for the day. My binder is with me all the time and it has helped me become a better employee, family member and relationship guy.
Write down, execute and tidy up on the way. These are is my organization bible. I’ve been living that way since more than two years and I can say that I’m an organized person.
A little whiteboard on my bedroom wall. I have it separated into two sections, a “todo” and a “today”. “Todo” is a list of general things I have to do, like get my car inspected, buy someone a present, etc. Then “today” is what I need to do, obviously, today! Things can be moved back and forth as appropriate. I find having a specific list for today helps push me to get the important things done in a timely manner. I also keep two things permanently on the “today” part, which are meditation and exercise. This seems to help.
Note cards. One can write tasks on them — one per card, or in a list (depending on the type of task in question; I do both). When doing one per card, the stack serves as an easy prioritization scheme. But wait, there’s more: They can be arranged on cork boards, shared, annotated, torn up and rearranged. They can be used as placeholders, as mini-white boards and as tokens to model ideas. They are easy to carry around, and to attach to other documents. Further, different colors allow for a visual representation of different kinds of todo’s (as can different annotations). Finally, they are cheap and most importantly of all: easy (much easier than software) to reconfigure as needs and projects change.
Never rely on a single point of failure. I’ve seen people pay $1,000 to hear speakers at a conference and only have one pen to take notes. It’s a great feeling when one thing breaks, gets lost, or runs out of power, and you have another one in reserve!
Have.. less.. stuff.
Delegate. Learn to trust people with critical tasks in all areas of your life. When you learn to effectively delegate tasks you actually find that it is easier to keep the stuff you cannot delegate better organized.
You control your life. Whatever electronics or paper you use, make them work for YOU not the other way around. Does Outlook really have to stay checking your email every 5 minutes? Maybe, but I bet you’ll get a whole lot more done if you check it a few times per day. That goes for the Blackberry too! After all, there are so many tools, and one to fit everyone - so use what works, but make it work for you!

If you liked this article, please bookmark it in del.icio.us or vote for it on Digg. Thanks!

Spewed into the world on 13 August 2007 in Productivity & Organization |
Print |
Awesome Archives

Brilliant comments (23)

Jose Says:

August 13th, 2007, 5:45 am

Tip #1 has been my saving grace lately…I have found that the simple act of actually putting your goals down onto paper will mentally hold you accountable to achieving them at some point in the day. I get a warm, fuzzy feeling inside every time I check one off :)

Ahmad Tarek Says:

August 13th, 2007, 6:10 am

I would like to add this two things:
28. give time for your self
29. revise your TODOs in a scheduled time

Balakumar Muthu Says:

August 13th, 2007, 8:36 am

WoW great list !! :)

Melissa Says:

August 13th, 2007, 9:35 am

I was thinking I would add:

Share your plan with the people you live with!

Schedules, to do lists, and important tasks are always shared between my husband and myself and usually posted on the fridge in a very low tech way- 2 written lists. One is a shopping list- the other is a task list.

Netzen Says:

August 13th, 2007, 10:32 am

Now google calendar has entered in our life. With this wonderful tool we can assign our GTD list according to Date and time. We can assign GTD alert by SMS.

So keep your things neatly assigned with this Google calendar tool. Usually its very difficult to type reminders in our mobile phone. But Google allows us to send a reminder to our mobile .

Isn’t it Great?

confessions Says:

August 13th, 2007, 10:43 am

I find the key is keeping things simple. While computer applications seem great, they often take more work than keeping a small notepad in my pocket with the things I need to get done that day - and is handy for jotting things down quickly when I think about them. Once you get into the habit of doing those top 3 - 5 things daily, your productivity soars.

FoxyOrb Says:

August 13th, 2007, 12:37 pm

Colors should be assigned as traffic lights.
Red : You are stopped and waiting for an answer.
Yellow : you are slowed down because unsure how to proceed.
Green : Get going, someones is waiting for you.
Blue : Fun stuff if you get a chance.
Colored binder clips will get you going.

harveen Says:

August 13th, 2007, 14:09 pm

Writing it down is my #1 organizational method. When I look at my list at the end of the day, and see all those little checkmarks, the level of satisfaction I get is immense! I accomplished it all today-yeah!!!

Noah Oliphant Says:

August 13th, 2007, 16:37 pm

Here’s another one!

Store your recipes online, that will make you very productive and enable sharing:

reciperate.com

Paul Nilsen Says:

August 13th, 2007, 17:19 pm

With regard to tip #19 (Color Coding), I previously put together a quick screencast that shows how to color code emails by sender in Outlook:

http://web.splashcast.net/go/so/1/p/KLVY4681MS/s/LAWU5000PE

Another that covers autoforwarding emails to specific folders based on keywords may also prove useful:

http://web.splashcast.net/go/so/1/p/KLVY4681MS/s/BLIF1431ER

Bill James-Wallace Says:

August 13th, 2007, 20:07 pm

Leo, great post (as always) one thing that comes through with these tips is the Value of One:

* Do one thing at a time
* Do it (singular) now
* Choose one tool and stick with it
* You (singular) control your life
* A sheet of paper, A white board, A calendar

There are so many alternatives these days it is becoming annoying.

A friend of mine said “What people think they want is freedom of choice but what they NEED is freedom from choice!” Less decisions, more focus!

And yet we are faced, commercially, of doing “more with less”. I think there is value in doing better by focusing on the “one things” in our lives. The freedom and freshness that that can provide is exhilarating

Best wishes to you. Keep up the great work, here and at FS.

Deborah Marcotte Says:

August 13th, 2007, 22:46 pm

I like #9….

Chris Says:

August 14th, 2007, 0:05 am

I like the comments about not using technology to organize. At work, everyone is carrying their laptops into meetings. Why? You misplace the file of notes and you’re stuck looking for it. I carry around a bound notebook that has sections for different things/projects. Much easier to find notes. I also break up notes from meetings, discussions, phone calls, etc with an alternating colour of pen. Blue, black, blue, black. A quick review and a mark with red if something is important. Makes it EVEN easier to find notes. I’m a huge techno weenie but I won’t rely on technology to organize my life, I’m not connected 24/7 :)

I also really like the idea about putting a calendar and whiteboard in the same area somewhere and having the whiteboard available for anyone around (thinking house) to leave notes. Peg board for bills and such and you’re set.

Great tips!

Pamela Says:

August 14th, 2007, 2:24 am

Wonderful tips. I agree that there is something for everyone. Failing on something doesn’t automatically mean it’s over. We just need to find the one which is most appropriate for us.

Alex Shalman Says:

August 14th, 2007, 9:31 am

I’m impressed Leo. The readers here are some of the most intelligent (and product) people on the net! Great tips everyone!

Alan Says:

August 14th, 2007, 21:22 pm

Great list. I believe that there would be at least one way that will work for us. We don’t have to wait for it to happen to us. It should be our willingness to improve.

Muthu Says:

August 20th, 2007, 15:25 pm

WOW!! great list for productivity.
I need a suggestion in the same lines. I am a couch potato.When ever I have some time, I sit in front of the TV. I hate to waste time. Any means to quit it . I am not successful at it.

May Says:

August 24th, 2007, 16:02 pm

Rowing helped me organize my life because I had to prioritize in order to get things done. Check out the site- http://www.realrowing.blogspot.com

Summer Says:

September 3rd, 2007, 3:46 am

i appreciate all your tips here in zenhabits. i made some changes in my life and for three weeks now i say that it’s a success.
checking emails once a week— i figure that if it’s urgent they will call me instead of emailing me.
giving my stuff a “home”— now i can find my things and having a labeler saved me.
i donated a lot of my stuff to goodwill 75% of those things i’ve enjoyed already but i don’t really need them anymore. i moved on.
keeping it simple.
clean as you go— although i live alone i try to clean as much as i can everyday so i don’t have waste a day cleaning and tidying my home. i keep a timer and try to do everything under 15 minutes. because of this i have more time on my precious days off.
i stopped buying books unless it’s a harry potter and started to utilize my library. i love reading.
switched to gmail.
i gave myself a prayer time and i felt good.
thanks so much for your really good website.
God bless you all.

abraham olusanya komolafe Says:

June 19th, 2008, 17:36 pm

ad+ be focused in your faith=target, that is your preparation of your mission” determined” your vision in life with God all things are possible. this will allow you to be organized. abraham komolafe ministry of health kuwait

MARIA Says:

June 24th, 2008, 16:41 pm

ITS GREAT;;;;;;;;;;;;

abraham olusanya komolafe Says:

February 6th, 2009, 7:24 am

1.YOUR DISCORVERY DETERMINED YOUR RECOVERY
2.YOUR SOURCE DETERMINED YOUR RESOURCES

Zaheer Says:

June 24th, 2009, 5:38 am

i appreciate all your tips here in zenhabits. i made some changes in my life and for two weeks now i say that it’s a success.

VERY USEFUL TIPS!!!

Incoming (37)

advertise

Uncopyright

27 Great Tips to Keep Your Life Organized

27 Great Tips to Keep Your Life Organized

Brilliant comments (23)

Jose Says:

August 13th, 2007, 5:45 am

Ahmad Tarek Says:

August 13th, 2007, 6:10 am

Balakumar Muthu Says:

August 13th, 2007, 8:36 am

Melissa Says:

August 13th, 2007, 9:35 am

Netzen Says:

August 13th, 2007, 10:32 am

confessions Says:

August 13th, 2007, 10:43 am

FoxyOrb Says:

August 13th, 2007, 12:37 pm

harveen Says:

August 13th, 2007, 14:09 pm

Noah Oliphant Says:

August 13th, 2007, 16:37 pm

Paul Nilsen Says:

August 13th, 2007, 17:19 pm

Bill James-Wallace Says:

August 13th, 2007, 20:07 pm

Deborah Marcotte Says:

August 13th, 2007, 22:46 pm

Chris Says:

August 14th, 2007, 0:05 am

Pamela Says:

August 14th, 2007, 2:24 am

Alex Shalman Says:

August 14th, 2007, 9:31 am

Alan Says:

August 14th, 2007, 21:22 pm

Muthu Says:

August 20th, 2007, 15:25 pm

May Says:

August 24th, 2007, 16:02 pm

Summer Says:

September 3rd, 2007, 3:46 am

abraham olusanya komolafe Says:

June 19th, 2008, 17:36 pm

MARIA Says:

June 24th, 2008, 16:41 pm

abraham olusanya komolafe Says:

February 6th, 2009, 7:24 am

Zaheer Says:

June 24th, 2009, 5:38 am

Add your comment

Incoming (37)

popular posts by category

Productivity & Organization

Finance & Family

Simplicity

Happiness

Health

all categories