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Improving organisational skills at work

kayaker

Hi, I work as a project administrator. To my work colleagues I seem very organised but my current method isn't ideal. It is exhausting.. I write detailed lists and end up with a document for each  chunky project / task. The information is so detailed I sometimes can't find what I need as it's hidden. When I am asked to improve my knowledge on something ie read a report I lift the key information I am looking for and include a link if the information is from a website. I then end up with lots of word documents and when I need to refer to the information in a couple of months I can't find it. 

I was recently diagnosed as being autistic and before I start finding out how autism affects me I need to come up with a better way of organising myself so I know where to slot key pieces of information and more importantly it is easy to find when I need to access it.

If anyone has any suggestions as to what I could try or if there are any books / podcasts which might be helpful please do share. Thank you in advance

Parents

  • Simplest solution, without using more software, is to create a folder for each customer and project, with sub-folders if needed. Put your documents in the correct folder as you do them. Make sure they have meaningful and accurate names. If necessary split the docs up to smaller docs so the name tells you what they contain, so put financial data in one, background info in another, deliverables in another, etc.

    You can then find the deliverables for may 2025 project2 for customer Abc just using file manager in a few clicks.

    A flat file structure, or piles of paper, rapidly become unmanageable. Realise that you will forget stuff after a few months as things move on, so make your life easier with a logical structure and good naming. It takes a few minutes longer at the start, but saves hours later, so is completely worth the overhead.

    If you use SharePoint or other system they can often be organised in a similar way, allowing drag and drop, sharing and backups.

    If you mean you have trouble remembering what is on each file, then either split up as I suggested into smaller docs so the name means something, or create an excel index. I use this too, but only to keep links, names, dates and minimal info about quotes, plus a few words about what the project is (like 10 words).

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  • Simplest solution, without using more software, is to create a folder for each customer and project, with sub-folders if needed. Put your documents in the correct folder as you do them. Make sure they have meaningful and accurate names. If necessary split the docs up to smaller docs so the name tells you what they contain, so put financial data in one, background info in another, deliverables in another, etc.

    You can then find the deliverables for may 2025 project2 for customer Abc just using file manager in a few clicks.

    A flat file structure, or piles of paper, rapidly become unmanageable. Realise that you will forget stuff after a few months as things move on, so make your life easier with a logical structure and good naming. It takes a few minutes longer at the start, but saves hours later, so is completely worth the overhead.

    If you use SharePoint or other system they can often be organised in a similar way, allowing drag and drop, sharing and backups.

    If you mean you have trouble remembering what is on each file, then either split up as I suggested into smaller docs so the name means something, or create an excel index. I use this too, but only to keep links, names, dates and minimal info about quotes, plus a few words about what the project is (like 10 words).

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