If you spend more time organizing your work than the actual work itself, then you may need some productivity help. We need to be very aware of the time we spend actually working versus the time we spend preparing to work. Being effective is not the same as being organized. A person can be organized, but get very little accomplished.
Here are three things to consider if you want to increase your effectiveness, and not compromise your preparation and planning.
1) Stop procrastinating! Organizing work is easier than the work itself. We can find ourselves putting off the work because the planning is easier. If you find yourself procrastinating, change your planning time to the end of your day. Tackle the hardest work first thing in the morning, and delay more of your routine tasks until later.
2) Make organization a habit! If you are spending too much time on organization, then it is possible that you have not yet converted these tasks to habits. Habits are usually done quickly and without much thought. You don’t plan or spend much time brushing your teeth. That is how your organizational efforts should feel.
3) Keep It Simple! Using the latest software and gadgets may be more efficient, but they may also come with a huge learning curve. That learning curve is likely to be repeated as new features and versions are released. You have to decide what is the best balance for you. Sometimes the best solution is the simplest solution, a pencil and a piece of paper.
There are days I struggle in all three of these areas. But most days I can overcome these shortfalls with simple solutions converted to habits and a focus to achieve my commitments. If you need more help in these areas, I would be glad to grab a cup of coffee with you and learn about your obstacles.