The ultimate guide to organisation skills

The ability to be organised is one of the best transferable skills you can develop, and one that will help you both in your job and at home. Staying organised is essential for getting work done, managing your time, maintaining focus, and reducing stress. 

However, being organised doesn’t always come naturally. Many of us face challenges when it comes to staying organised. Common obstacles include procrastination, distractions, and burnout.

Knowing how to overcome these hurdles will help improve your organisation skills, which will have positive knock-on effects in all areas of life. In this article, we explore some of the obstacles to being organised and offer solutions to help you stay focused and spend your time productively.

• What are organisation skills?
• Top 10 organisation skills for success
• Benefits of strong organisation skills
• How to improve your organisation skills
• Importance of organisation skills in the workplace
• Demonstrating organisation skills on a resume and in interviews
• Overcoming challenges in staying organised
• FAQs

What are organisation skills?

Organisation skills involve planning, prioritising, managing time, and developing systems or processes to help your work flow seamlessly. These skills are valuable in the workplace, where you're in charge of managing your workload and meeting deadlines.

They're also helpful in your studies and personal life, allowing you to prioritise tasks and stay focused so you can get things done. Strong organisational skills are your ticket to staying on top of everything and maintaining a healthy work–life balance.

The key elements of organisation skills

Mastering organisation skills begins by identifying exactly what they are, and what you need more practice at. Here are four elements of oganisation to familiarise yourself with.

• Planning: this helps you break down complex projects into manageable steps and gives you a clear path forward, whether it's for the day, the week, or months ahead.

• Prioritising: this ensures you're focusing your energy where it matters most. It prevents unnecessary distractions and ensures you complete the most important tasks first.

• Managing time: this means setting aside time for specific tasks and avoiding procrastination. Knowing how to manage time effectively will make you more productive.

• Creating systems: establishing routines and processes you can fall back on to keep your tasks in order is another key aspect of organisation. This could involve using digital task-management tools, keeping your workspace tidy, or creating filing systems on your computer to archive work.

Why are organisation skills so important?

Organisation skills are important at work and at home. They help you stay focused on important tasks and ensure they’re done on time, without being rushed or stressed. Here are some reasons why organisation skills are essential for professional and personal success.

• They boost productivity. Being organised means you can get more done in less time. You'll find that you can complete tasks more efficiently, freeing up time for other important activities or for relaxation.

• They can help your career. Employers value organisational skills because they lead to better results, whether you're managing a project, meeting deadlines, or working with a team. Being organised in the workplace shows you can handle responsibility and deal with multiple priorities.

• Achieving work–life balance. Strong organisational skills help you make time for both work and personal life. By staying on top of your responsibilities, you can create more time for relaxation, family time, and hobbies, which contributes to your wellbeing.

Internal vs. external organisation skills

Organisation skills fall into two main areas: mental (internal) and physical (external).

Mental organisation skills refer to the cognitive processes that help you plan, prioritise, and manage your time. They're essential for staying focused,making smart decisions, and keeping track of your goals.

Physical organisation skills are the practical tools and systems you create to keep your environment organised. Whether you use task management apps, a filing system, or a calendar, external organisation allows you to manage your responsibilities more effectively.

Top 10 organisation skills for success

Whether you're managing a team, working independently, or balancing multiple tasks, staying organised will help you keep track of your responsibilities. Here's a breakdown of the top 10 organisation skills and how you can develop them.

1. Time management

Time is a critical factor in most jobs, so it’s essential to manage it well in order to meet deadlines and not let your work pile up. Schedule blocks of time for focused work, meetings, and breaks. Consider using reminder alerts if you have trouble keeping track of time.

2. Prioritisation

Prioritising ensures that you focus on what matters most and avoid spending time on less important tasks when there are more urgent tasks to complete. Categorise your tasks based on urgency and importance, for example: urgent/important, non-urgent/important, urgent/not important, and non-urgent/not important. Do the urgent/important things first.

3. Planning

Planning prevents you from missing important tasks or deadlines. It also allows you to set clear goals and develop strategies for getting bigger projects done on time. Create a daily or weekly schedule to outline all your tasks, meetings, and deadlines. Break large projects into smaller tasks to make the workload more manageable and trackable.

4. Task management

Task management means being aware of all the things you need to do and how much time each will take. Effective task management helps you stay on track to getting them all done on time, because you always know what work needs to be done and when. Use task management tools such as Trello or Asana to help you list, track and visualise your daily and weekly tasks.

5. Attention to detail

Attention to detail reduces the risk of mistakes, improves the quality of your work, and demonstrates professionalism. The ability to notice small details ensures accuracy and precision in your work. It also applies to organisation, as you need attention to detail in order to plan and prioritise tasks, work to budgets and deadlines, and manage a schedule. You can use checklists to ensure you don't overlook any details, and double-check all your work.

6. Decluttering and organising physical spaces

A clutter-free space reduces distractions, improves focus, and creates a more efficient work area. Having a tidy, functional environment can make you feel more motivated to work and can encourage productivity. Spend five minutes each day clearing your desk and tidying up to ensure your workspace remains clean and organised. Consider adopting the "one in, one out" rule: for every new item you add to your workspace, remove one item.

7. Utilising digital organisation

Digital clutter can lead to lost files and wasted time. Organise emails and documents in clear folders for easy retrieval and create folders on your desktop that group and archive your work. Store important files in cloud-based systems such as Google Drive or Dropbox to ensure they're accessible from any device.

8. Setting goals

Goal setting gives you direction. By breaking down your workday into smaller, more manageable goals, you’ll increase your motivation and manage your time more efficiently. This helps you stay focused on your objectives, as well as letting you avoid last-minute rushes. 

9. Delegating

Delegating work helps you stay organised by reducing your workload. It lets you focus on the most important tasks while ensuring that less-important work is still being done. Assigning tasks or responsibilities to people that align with their skills can get those duties done more efficiently. 

10. Managing stress

Stress can negatively affect your productivity and make it hard to get quality work done. Managing stress ensures that you maintain focus and efficiency and, importantly, prevents burnout. During times of stress, take short breaks to clear your mind, or practise breathing exercises or mindfulness to stay calm. Ensure you set achievable goals and delegate or ask for help when necessary.

Benefits of strong organisation skills

There are many benefits to developing strong organisation skills. They can help you focus on important duties, they help you avoid stressful situations, and can make you more efficient and successful overall. Here are six key benefits of strong organisation skills.

Increased productivity and efficiency

When you're organised, you can prioritise tasks and avoid spending time on things that aren’t important or essential to getting your work done. For example, saving files in an organised system on your computer means you won't waste time searching for them later.

Similarly, cleaning and storing tools or equipment properly after each use means you'll always be able to find them quickly when you need them. Seemingly small efforts to stay organised can add up to big time savings.

Reduced stress and improved mental health

While organisation skills aren't a cure-all for workplace stress, they can help to ease stressful times. Being organised reduces stress by helping you keep track of what you need to do, so you feel more in control of your workload and can keep work flowing in a streamlined way.

Better time management and work-life balance

Allocating your time efficiently is essential for balancing work and personal life. By managing tasks and setting realistic goals, you can avoid overworking, make more time for personal activities, and reduce burnout.

Enhanced decision-making abilities

Being organised makes it easier to make informed decisions, because you have a clear view of what actions to take to reach your objectives or get your work done. By managing your time and workload, you can act decisively because you already have an established “plan of attack”. This is important when managing complex projects and overcoming unexpected obstacles.

Improved reputation and career advancement opportunities

People who have strong organisation skills are often seen as reliable, competent and professional. This can enhance your reputation at work, leading to career advancement opportunities and increased trust from colleagues and managers.

Greater ability to meet deadlines and manage multiple projects

Organisation skills allow you to track deadlines, manage multiple projects, and ensure you don't miss anything. This helps maintain a steady workflow even when juggling several tasks at once, making you more dependable.

How to improve organisation skills

Improving your organisation skills can help you in so many ways, it's worth putting in the effort to improve them. Here are some steps to help you boost your organisation skills.

1. Assess your current organisation level

Before you can improve, it's important to understand your current skill level. Evaluate how effectively you manage your time, tasks and resources. Ask yourself the following questions:

• Do I often miss deadlines?

• How cluttered is my workspace?

• Am I easily distracted during work?

Use tools such as RescueTime to track how much time you spend on productive vs. unproductive activities. This can help pinpoint where your organisation skills need improvement.

2. Set clear goals and priorities

Set clear, achievable goals to maintain organisation. Use the SMART goals framework to set short- and long-term goals, and prioritise tasks by importance and urgency.

3. Create and maintain to-do lists

To-do lists are essential for organising tasks and ensuring you don't forget anything. You can write your lists down in a daily planner or use apps like Todoist or Microsoft To Do. For more complex projects or if you're working on multiple jobs simultaneously, consider using project management tools like Trello or Asana. These tools let you visualise tasks and order them based on urgency. Regularly update your list to track progress and adjust priorities.

4. Implement time-blocking techniques

Time-blocking is a useful technique that helps you allocate time to particular tasks or activities. Set aside uninterrupted blocks for focused work, meetings, and personal time. For example, you might block off 9 to 10 am for emails and 1 to 2 pm for focused work. Using tools such as Google Calendar or Clockify can help you schedule and structure your day.

5. Declutter your physical and digital spaces

A cluttered environment can impact your ability to focus and stay organised. Regularly declutter your workspace by organising documents, creating filing systems, and tidying your area.

Digitally, make use of cloud storage tools such as Google Drive or Dropbox to organise files and keep them accessible. Set aside time each week to delete unnecessary files, back up important documents, and tidy your digital workspace.

6. Develop a routine and stick to it

Establish a daily and weekly routine to maintain consistency and organisation. Start your day with a morning routine that includes planning your tasks and reviewing priorities. Set aside time at the end of the day to reflect on your progress and plan for tomorrow. A consistent daily routine can minimise distractions and get you in the habit of focusing on tasks.

7. Learn to delegate and say no

Learning to delegate tasks and say no to non-urgent tasks is essential for managing your workload. Tools such as Asana and Trello can help you track delegated tasks. Additionally, learn to say no politely but firmly when someone asks you to take on more than you have time for. This ensures you're not overburdened and can focus on your priorities.

8. Use technology for support

Tools such as Notion and Google Keep are great for notetaking and organising thoughts. For project management, use ClickUp or Monday.com to keep track of deadlines and collaborations. Time-tracking tools such as RescueTime can help you assess where your time goes and become more efficient.

Importance of organisation skills in the workplace

Organisation skills are essential in the workplace. They impact individual performance and team dynamics, and make your job that much easier in the long run.

How organisation skills contribute to workplace efficiency and productivity

Demonstrating good organisation skills in the workplace leads to better time management, smoother workflows, and increased productivity. When you prioritise tasks, keep track of deadlines, and manage resources well, you can streamline projects and get them completed faster.

Employees who stay organised are more focused and get more done, contributing to the overall success of the business. People who are more organised in general can enjoy more downtime after work and other commitments.

The impact of organisation skills on teamwork and collaboration

Organisation skills are essential for effective teamwork. When team members are organised, it becomes easier to collaborate on projects because everyone knows their responsibilities and deadlines. Clear communication, shared tools, and organised workflows allow teams to collaborate without confusion. This prevents misunderstandings and delays and helps build a more relaxed and cooperative workplace culture.

How employers value and assess organisation skills in potential employees

Employers value workers who have good organisation skills. They often assess organisation through behavioural interview questions, situational tasks, and skills tests. Employers look for examples of how candidates have managed complex projects or handled multiple responsibilities. By showing that you can stay organised, employers will view you as reliable and capable.

How different industries and roles require specific organisational abilities

Organisation skills vary depending on the industry or role. For example, project managers in construction or IT need strong task-management skills. This helps them oversee timelines, budgets, and multiple teams.

Administrative assistants might focus more on scheduling, meeting coordination, and data management. In creative industries such as marketing or design, organisation skills often involve managing multiple projects with shifting timelines. Having organisation skills that align with your role is important for long-term career success.

The role of organisation skills in remote work environments

Organisation skills are particularly important in remote work environments where there's a high expectation of self-management. Without the structure of a traditional office 9-to-5, or the physical presence of a supervisor, it can be easy to get distracted. Remote workers can stay organised by having a dedicated, well-thought-out workspace, and collaborate with team members by using online tools like project management software and shared calendars.

The impact of cultural differences on organisation skills in global workplaces

Organisation skills can vary due to cultural differences. For example, cultures that value punctuality and structure may prioritise scheduling and time management. Other cultures may be more flexible, focusing on broader goals.

Understanding these cultural differences is essential to collaborating effectively in international teams. Recognising different organisational styles and adapting communication and work processes to suit allows global teams to overcome cultural challenges

Demonstrating organisation skills on a resume and in interviews

Employers value organisation skills highly, and having them can set you apart from other candidates when all other things are equal. Here's how to showcase your organisational abilities on your resume and during interviews.

Resume tips

When listing your accomplishments, be specific about how your organisation skills helped you succeed. For example:

• Managed multiple projects with overlapping deadlines, ensuring completion on time and within budget.

• Streamlined office operations by implementing a new filing system, reducing document retrieval time.

• Coordinated team schedules for a major product launch, ensuring alignment and timely execution.

Highlight your organisational abilities in your skills section. Use terms such as “time management,” “project management,” “task prioritisation,” and “workflow optimisation.” In your work experience section, include examples of times when organisation played a key role, such as:

• Developed and maintained project timelines, meeting milestones with high efficiency.

• Led a team in reorganising a customer database, improving accessibility and increasing productivity.

Interview tips

Use the STAR Method to describe your organisation skills in real-life settings. STAR stands for situation, task, action, result. It's an effective way to show how you apply organisation skills. Here's an example of how to use it:

• Situation: In my previous role as a project manager, we had a project with overlapping deadlines for multiple teams.

• Task: I was responsible for coordinating the marketing, design, and product teams to ensure the project ran smoothly.

• Action: I created a detailed project timeline and set up weekly check-ins to track progress. I also implemented a shared project management tool for better communication and task tracking.

• Result: As a result, all teams understood their responsibilities and we completed the project on time.

Interviewers often ask questions such as, "How do you prioritise tasks?" or "Can you describe a time when you had to manage competing deadlines?" Here's an example of how to answer:

I always start by evaluating the urgency and importance of each task and use time-blocking to ensure I focus on the right tasks first. For example, during a previous project, I had two major deadlines approaching. I broke both projects down into smaller tasks. I then prioritised them based on their deadlines and delegated non-critical tasks to my team members. This allowed me to meet both deadlines without compromising quality.

Overcoming challenges in staying organised

Staying organised can often feel challenging. Many obstacles stand in the way of maintaining productivity and focus. However, with the right strategies, you can overcome these obstacles, stay organised, and spend your time wisely. Here are some common struggles to be aware of.

• Procrastination. Putting off tasks or delaying decision-making can cause unnecessary stress. It often happens when tasks feel overwhelming or when there's a lack of clarity around how to begin.

• Distraction. Whether it's constant notifications, interruptions from colleagues, or the temptation to check social media, distractions are everywhere. They disrupt your workflow, derail your focus, and can make staying organised a challenge.

• Burnout. Burnout happens when you try to juggle too many tasks without taking enough breaks or maintaining a healthy work-life balance. Over time, this can lead to mental fatigue, which affects your ability to manage tasks effectively.

Solutions to overcome these challenges

Here are some solutions for overcoming organisation obstacles:

• Set realistic goals. One of the most effective ways to combat procrastination is to break large tasks into smaller, more manageable ones. Setting realistic, achievable goals helps you make steady progress without feeling overwhelmed. Getting lots of smaller tasks complete can motivate you to keep going.

• Minimise distractions. Consider using tools such as website blockers to limit social media access or creating a dedicated workspace to reduce interruptions. Establishing a "focus time" where you concentrate on important tasks can help you make the most of your time.

• Maintain work–life balance. Taking regular breaks, setting boundaries between your work and personal life, and taking time off when needed are key strategies for maintaining balance. This helps you recharge and approach tasks with a fresh perspective, ensuring you remain organised and productive.

Staying organised is not only essential to being productive, it can also help you reduce stress and get you closer to your career goals. Procrastination, distractions, and burnout can make organisation difficult, however, there are practical strategies to overcome them.

By setting realistic goals, minimising distractions, and maintaining a healthy work-life balance, you can stay on top of your responsibilities and perform at your best. Improving your organisation skills is a continuous process, but the benefits are worth the effort.

FAQs

What are the top organisation skills employers look for?

Employers value a range of organisation skills. These include time management, task prioritisation, planning, attention to detail, and the ability to manage multiple projects.

How can I show organisation skills in a cover letter?

In your cover letter, show how your organisational skills have led to successful project management, increased efficiency, or improved productivity. Provide examples, such as a time when you managed multiple tasks or created systems that streamlined operations.

How long does it take to develop strong organisation skills?

Developing strong organisational skills varies from person to person. With consistent effort, most people see noticeable improvements within a few weeks to a few months. Practising daily habits such as time-blocking, prioritisation, and decluttering can speed up the process.

Can poor organisation skills be improved?

You can improve poor organisation skills with practice and dedication. Start by setting small, achievable goals, such as decluttering your workspace or creating daily to-do lists. Over time, these habits will strengthen your organisation skills.

What are some common obstacles to staying organised, and how can they be overcome?

Common obstacles include procrastination, lack of motivation, and feeling overwhelmed by too many tasks. Overcoming these challenges involves breaking tasks into smaller steps, using organisational tools or planners, and setting realistic goals to stay on track.