Reorganization: The Cost of Starting Over

Maybe it’s the writer in me. Or the perfectionist. Possibly the perfectionist writer. In any case, when it comes to organizational systems, I’m forever revising, producing new drafts of my methods, and occasionally scrapping what I’ve got and starting over. If necessity is the mother of invention, then annoyance is its kooky uncle. (TWEET THIS BY CLICKING) Sometimes it only takes one little thing. A missed opportunity for savings? I need to reorganize my coupons. A double-booked appointment? My calendar system obviously isn’t working. Can’t find my notes? Surely there’s an app for that. Of course there are benefits to refining organizational methods over time and even granting ourselves mulligans now and then. Life is complicated. Needs change, and experience certainly shows us the holes in our systems. However, starting over strips away one very important element to any well-designed system: practice. The sad fact is, setting up an organizational system does not make one an expert in its use. (TWEET THIS) I have questioned my rationale for designated filing categories, failed to refer to calendars I’d hoped would simplify my life, and forgotten the assigned meaning of my color codes, all because I never took the necessary time to practice my own procedures, to get used to them and become an expert in the efficiencies they were supposed to create. Too often, I toss the good with the bad and reorganize from scratch, and while that is sometimes the right thing to do, it is usually an over-reaction, and I lose the entire effort in the process. How can you tell if you need a tweak or a do-over? Here are some diagnostic questions you can ask about your time and space management tools.

• Is it simple enough? Chose systems no more complex than the areas they are meant to order.. The more steps an organizational task requires, the less likely it is to be worth the time. For example: my system for one busy email list I follow requires too many clicks per message. It needs adjustments, but not a complete overhaul.
• Is it expandable? If I buy a five-subject notebook, you can bet there will six subjects required. Where feasible, leave room to adapt so that when opportunities arrive or responsibilities increase, you won’t outgrow your systems immediately.
• Is it sustainable? Some organizational methods (like recurring appointment calendars) take a burst of effort to set up, but then practically run themselves; others (like a coupon file) require continual input and pruning to get any benefit from them at all. Determine whether you have the time, energy and desire to make the system a habit – and if not, save yourself the trouble!

Building and maintaining relationships and producing creative work takes a lot of brainpower, and most of us can ill afford the hassle of constantly reimagining the basics. Whenever possible, capitalize upon existing efforts before making radical changes, and take the time to practice and become comfortable with the organizational methods you’ve chosen.

Question for You: When do you know that an organizational system is or isn’t working? Share your insights in the comments.

Image courtesy of Stuart Miles / FreeDigitalPhotos.net