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Steps to Organize a Job Task

by Kristine Tucker

The hectic pace of a work day can make it difficult to organize a job task, often forcing you to put off the responsibility for another day or time. Suddenly you realize you're overdue on a deadline or late on an assignment. An organized game plan can help you avoid procrastination and ensures that you complete your duties promptly and efficiently.

Research the Task

Take time to research your task before you actually start working on it. You'll feel horrible if you have been organizing and working on a project only to find out that you've gone about it all wrong and have to start over. Research financial documents, company reports, industry journals and previous work related to the assignment before you create steps for completing the task. Once you have a clear understanding of what's expected, you can create a plan to accomplish your goals. According to Forbes, researching, preparing and performing all the legwork before you undertake any work task ensures that you don't waste your boss’ time or your own.

Organize with a White Board

A white board makes it easier to organize tasks, so you can visually see what needs to be done. It also allows you to erase and rearrange duties, so you can fit the pieces of the project together like a puzzle. Evaluate top priorities, so those get done first and incorporate smaller tasks into the big picture. If a project requires gathering information from clients or co-workers, make that one of your first steps so you have everything you need to complete the assignment. That also gives clients and co-workers time to obtain the information, so they don't feel rushed or unduly pressured. The online business magazine Inc., suggests using a white board to sort emails, keep track of administrative duties, list meeting reminders, map out schedules and maintain deadlines.

Streamline the Workflow

Even though multitasking has its place in the work day, it can lead to distractions and concentration loss when it comes to completing assignments. Forbes states that workers who do heavy multitasking, such as maintaining multiple email conversations at once, texting or hopping from one assignment or website to another, don't pay attention as well as those who keep a streamlined workflow. When organizing a job task, stay focused and avoid distractions. For example, if you're a teacher creating lesson plans for the week, don't try to grade papers, decorate your classroom, schedule parent conferences or hunt for art project websites while you're working on your lessons. The important organizational step of streamlining your workflow means you'll revisit your other responsibilities once you've addressed the task at hand.

Delegate

Delegating tasks to your subordinates and co-workers is a significant step in completing an assignment. Evaluate your workforce and determine where each person's skills are best-suited to the project. You might put each worker's name beside a specific goal you have listed on your white board. Organizing your work force not only ensures that tasks aren't overlooked or ignored, but it also establishes a system of accountability. When you delegate duties, make sure you give yourself some responsibilities too. As a manager or supervisor, part of your job is to proofread and review tasks to make sure they meet company standards. As a result, some of your organizational steps might fall near the end of the time line.

About the Author

As curriculum developer and educator, Kristine Tucker has enjoyed the plethora of English assignments she's read (and graded!) over the years. Her experiences as vice-president of an energy consulting firm have given her the opportunity to explore business writing and HR. Tucker has a BA and holds Ohio teaching credentials.

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