In today's fast paced and ever changing world, we all wear many hats whether we are an employee, manager, CEO or entrepreneur. We can be competent and confident in our jobs, and yet still feel overwhelmed.

Balancing our work life and our personal life can leave us stressed and confused as how to approach either. After some research and focus groups, I have found five terrific tools to help with "overcoming overwhelm" we often experience.

1. The Table-Top Filing System: For everyday paper work, place a graduated wire file holder with only 7 files. All are action files and everything that comes over your desk in a day can fit into one of the folders to make work time more effective and efficient. The files are named: To Do, To Hold (waiting on response), To Bill, To Pay, Personal (thank you notes, social invitations, directions, etc.), To File and To Read. The "To Read" file goes with you everywhere. Did you know that statistics show that 80% of papers filed in the traditional filing system are out of date by the time you retrieve them, or are never referred to again?
   
   
2. Filing by Project: This filing system is for major, ongoing and more complicated projects with many parts and pieces. File everything about one project together. Use a three-ring notebook with dividers; wire baskets with labeled ends; or use traditional file folders. Try using file folders that are separated by color, with one color for each major project.
   
   
3. The Empty Drawer: If you value an uncluttered work space, or would like a clean desk, all you have to do is keep one drawer empty in your desk. Try the top drawer on the left side of your desk. At the end of each work day, prioritize all the files, lists, articles, etc. on your desk and place the most important on the top. Then set this prioritized stack in the empty drawer. That way, your desk is clean when you leave, clean when you arrive the next day and your work is organized in order of importance.
   
   
4. Email Strategies: Email can interrupt our productivity and focus. One way to eliminate this problem is to turn off the signal that alerts you each time an email comes in. Take charge of your time and pick one, two or three times a day to check emails. Checking emails first thing in the morning can alert you to changes for the day, help you update priority tasks and read responses from emails sent the day before. Checking emails at mid-day, and again at the end of the day can catch you up on the happenings of the day.
   
   
5. Your Calendar: Research indicates that 50% of us prefer hands-on paper calendars, while 50% prefer electronic devices. Find what works best for you and stick to that. It is advised to keep only one calendar and avoid the sticky note problem. One calendar keeps all vital information in one place for ease of retrieval, increasing productivity and decreasing wasted time looking for information in many places.

With information doubling every 6 months, finding ways to "Overcome Overwhelm" is becoming more and more crucial. These five strategies can help reduce stress, find information more easily and become even more productive in our work.



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Copyright 2007, Denver, CO, Marcia Pessemier, Business and Personal Coach.  All rights reserved. Shareware: May reprint with footnote attached. www.LimelightPresentations.com 303.794.6760.