- Make lists. Start each day by prioritizing a list of tasks that need to be completed. This can assist you in identifying what is urgent and what is not. When emergencies do come up (as they often do) and you drop tasks to deal with it, knowing what other responsibilities must get done today versus what you can finish tomorrow can keep stress levels down.
- Use a planner. A paper planner or one on a device or computer can help track appointments and tasks. Keeping appointments with employers and clients is crucial to success. Not attending a scheduled appointment is a good way not to impress a potential employer.
- Schedule basic tasks. Scheduling time in your day for activities like case noting, returning phone calls and emails, and travel can prevent projects or daily tasks from overwhelming you. Look ahead at deadlines and add reminders in your planner to stay prepared. If setting aside time each day is not possible, try using a “theme” for different days of the week. For example, designating Fridays as case note days and Mondays as staff meeting days increases consideration for the theme selected for that day. While scheduling tasks, remember a 30-minute lunch break can provide relief, recharge your mind and lead to a fresh perspective on tasks for the day. Taking care of yourself is crucial to staying organized and assisting refugees. Stop eating at your desk while responding to emails or eating a granola bar on the way to pick up clients for an interview! Take the 30 minutes (or even 15!) to focus on yourself, eat, and maintain your mental health. Even if you have to schedule a break in your day, you will thank yourself later.
- Extra Documents. Keep copies of documents on hand that you need every time you meet with prospective employers or current employers. These could include outreach materials, a flyer on the benefits of hiring refugees and business cards. Having extra copies of documents in your bag or car will help you to be prepared for those days when you aren’t.
- Use Technology. Check out Higher’s previous post on 4 (Free) Productivity Tools for the Busy Job Developer for some technology that can save time and help you organize. As applications for devices change frequently, we selected four additional applications that may interest job developers:
- Mileage IQ can track your mileage on a monthly basis.
- TinyScan can help you scan (take a picture) of a document, save as a PDF, and share via email, all from your cell phone.
- Dropbox and Google Drive are two other tools that make creating, editing and sharing documents simpler but keep in mind client confidentiality and privacy when using them.
- At the end of the day, clear your desk. A clean or organized office can clear your mind, looks good, and can support you to focus on the important tasks of the day. You can do this by sorting piles, putting documents away in file folders, or placing items into your shred box under your desk (get one if you already don’t have one). While you are cataloging files, remember to make note of any outstanding tasks or create an “urgent” stack of documents.
Starting to get organized can be the hardest part and while every day brings a new challenge to tackle, as job developers, using strategies like these to become and stay organized will reduce stress and benefit clients.
What are some ways you stay organized? Share your tips with us at firstname.lastname@example.org.