Published Date: 16th April 2025
In this increasingly busy world of work, our to-do lists are constantly growing, with new tasks coming in from every imaginable angle. Staying on top of your game throughout the workday isn’t always easy!
Having a lot on your plate can quickly lead to mental turmoil and have you wondering how to make sense of the chaos. Being organised at work is certainly a skill you can improve over time, however, even in the busiest of roles.
Here at Beyond Recruitment, we relate to that feeling of ‘chaos reigning’. In our work connecting professionals with Corporate Support and Business Support jobs, we understand that being organised is essential for our efficiency and productivity.
That’s why we’ve tried and tested various strategies within our team to help us see the wood from the trees. Within our business support recruitment team and across the business, we’re extremely busy fielding requests from all areas. Without essential organisational skills, our teams would struggle to keep up!
We’ll share tips on how to be more organised at work, based on our experiences, to help you gain clarity and stay calm under pressure.
Understand your Unique Needs
Being organised can help you keep a clear mind and that in itself will help you be organised!To achieve that, you need to find a system that works best for you. After all, a system that works great for one person might not work at all for another, so it helps to try different methods and tools to see what works best.
An effective organisational system supports both your job responsibilities and your preferences for managing information and deadlines. Ask yourself these questions:
Do you juggle multiple stakeholders or focus on one?
Are your tasks primarily reactive (responding to requests) or proactive (planning and strategising)?
Do you prefer digital tools or physical planners?
Also, reflect on:
Are you struggling with email overload?
Do you frequently forget follow-ups or deadlines?
Is task prioritisation a challenge for you?
Thinking about these factors can aid you in choosing tools and processes that are relevant to your needs and pain points.
Diarise & Schedule Reminders
Using a calendar, planner or spreadsheet that you can update allows you to review your workflow at any given time and avoid schedule conflicts. Not all tasks or notes need reminders, but it can help to pop these into your diary if they are time-based, so you have a bird’s eye view of your schedule. Looking ahead can also help to mitigate any potential risks.As with any event run well, it’s all in the planning!
Reminders aren’t just for meetings. Having a heavy workload means you can easily forget regular and mundane tasks, so it may help to set up reminders for those you could easily miss. It might also help to set your reminders well in advance (say, more than 15 minutes before the start time), so you have more time to prepare.
Use Time Blocking
Time blocking is a time management method where you schedule specific blocks of time for different tasks or activities throughout your day. This works by dedicating uninterrupted periods to complete your most important tasks, helping you reduce distractions.
Time blocking can help you arrange your tasks based on your energy levels throughout the day. Many professionals use a morning time block for their most challenging tasks, so they’re mentally fresh and their concentration levels are at their highest.
Blocking out time in your daily, weekly or monthly calendar can help you be proactive in long-term planning and seeing the big picture, which is important for avoiding burnout. Giving yourself time to make thoughtful plans and decisions can prevent last-minute stress and mistakes. As the saying goes, "Failing to plan is planning to fail."
Make Lists and Quick Notes
Everyone loves a good list, and it’s an essential tool for keeping track of your tasks. Whether you prefer a digital to-do list, a spreadsheet, or a note on your phone, listing your tasks means you don’t have to keep them all in your head. This helps reduce mental clutter and gives you a clear view of where you are in terms of progress.
Use phone notes to jot down quick reminders.
Voice recordings on your phone can be an efficient way to capture ideas or reminders on the go.
Set Daily Priorities
Task prioritisation is the method professionals use to complete tasks based on their urgency and importance. Choosing the right system for task prioritisation has huge benefits: It helps you establish a manageable daily routine; level up your efficiency, and handle competing priorities.
One example of a task prioritisation system is the Eisenhower matrix, which divides tasks into four categories:
Urgent and Important (do immediately),
Important but Not Urgent (schedule to do later),
Urgent but Not Important (to delegate, especially when you may not have the level of expertise needed for the task)
Neither Urgent nor Important (eliminate or ignore).
Variations of this system include the impact-effort matrix, the cost-value matrix, and the ABCDE method .
By categorising tasks this way, you can focus on what truly matters and avoid wasting time on less critical activities.
Tackle Email Overload
The constant stream of emails is inescapable for most of us. Inbox overload is frequently one of the most challenging aspects of Corporate Support and Business Support jobs (or any other role), so making a few adjustments can help you keep stress levels down.
Turn off notifications when you need uninterrupted focus time.
Set specific times to check and respond to emails and avoid constantly checking your inbox (this is where time blocking comes in handy!)
Sort your inbox into folders and use filters to prioritise important messages and minimise clutter.
Regularly unsubscribe from unnecessary mailing lists and newsletters.
Make Use of Time Away from your Desk
Use time away from your desk, like exercise breaks or your commute, to mentally formulate plans, draft emails, or strategise. This "dead time" can be highly productive, allowing you to think ahead and mentally prepare for the tasks you’ll tackle later.
Once you’re back at your desk, record or document these thoughts, so you don’t forget them. For me, this time is a crucial part of my working day, helping me stay organised and focused.
Establish a Filing System & Avoid Clutter
A well-organised filing system saves you time and helps avoid frustration. Keep both your digital and physical files organised so you can quickly locate documents and files you need without wasting precious time searching for them.
Remember to declutter your physical and digital workspace regularly – this can make a huge difference in your stress levels and productivity. Having a clean workspace, desktop and file folders can instantly help you think more clearly and focus on what matters.
Reflect & Work Smarter
To be an effective professional, regularly ask yourself, "How can I be more efficient in managing my tasks?" By regularly looking for smarter ways to work, you can increase productivity without burning out.
Don’t procrastinate – take immediate action on important tasks to avoid last-minute rushes.
Be hands-on – sometimes the best way to solve a problem is to dive in and tackle it directly.
Constantly review your plans – ensure your goals still make sense as circumstances and work priorities change.
Find the Right Balance
As with anything done well, if you are organised, it looks easy. One of our most important tips for how to be organised at work is to experiment and find what works for you and your team. Try different methods for a few weeks and see what sticks.
Don't be afraid to mix systems, e.g., a digital planner for tasks but a physical notebook for quick notes. Remember to regularly review and refine your organisational system to keep it effective.
If chaos is still reigning, try implementing a few of these strategies. At least with these, it might be organised chaos. Hopefully, this will help you gain some clarity!
If you would like to learn more about how Beyond Recruitment can help you find a new Administrative or Corporate Support role, get in touch with us today. Our specialist team of recruiters can talk you through the roles currently available and help you plan out your next step.
