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| *Ostroff, Fair and Company>>>Administrative and Office Support |
How to improve my memory re: details at work? |
I am a secretary for a big company and I'm constantly being handed new projects that I have to learn on top of my other duties. My head is so full of small details and it seems that I am always forgettting to do something and my boss is always telling me I've forgot this and done this wrong. It's really frustrating to come in to work every day not knowing if I'm going to get in trouble for something that day. I really need some tips on organization and remembering all the small details. Thanks! Post it notes are my saviour. Even if you think you will remember something you are told about a project, write it down anyway and stick it with the project! Chances are, you will forget. Also, don't be afraid to ask questions. It is better than messing up and having to do something over again. The cool thing? You can even download the Post-It note Software, so if you use your computer a lot, you can use post it notes right on your desktop screen! Take a look at your desk. What do you see? If there are papers and pens and files everywhere and no desktop, you have a problem. Taking the extra second to put something in its proper place will save you 10 minutes in the long run. Use a calendar. Put it write at your desk so you see it at ALL times. Don't stress. The more you stress and worry, the less room you have in your mind for the details of work. Finally, don't take work home with you, phyiscally or mentally. You need to relax after a long day in order to be reenigerized for the next one. This will help your memory, for sure. If you use Microsoft Outlook, you can keep all of your little tasks in the task list. Otherwise, use your company's calendar software or the one that is free on yahoo or google. I keep even the little detail items as "appointments" in my calendar so that I remember them. A PDA would help with this as well. Depending on what you have at your access try this... (The way I do things since my boss is constantly changing his mind or adding more... so I can relate) I have a monthly calendar on my desk to add quick notes, lots of post-its, and I use Outlook for things with deadlines... (I am always using the task function like crazy...) Also for things with a daily task I have a shift next to my desk, on the wall, with things that I can look at and do a mental check list... Hope it helps, Good Luck! You need to simplify. Make the most of your resources. That means, like the suggestions above, I鈥檓 going to recommend using outlook or another calendar program. (Post-it notes are unreliable, they fall away or get attached to other documents and are known to disappear.) Keep your desk CLEAN. That means, have an in-box, pending-box and file-box. if you have paper on your desk that doesn't fit into one of those categories, you need to file it accordingly. Remember, you're trying to get optimal use out of your brain--so you need to treat it well. Eat a balanced breakfast and avoid loading up on caffeine (which boosts energy but decreases focus on complex tasks) and sugar (which spikes and then plummets your energy). Have complex carbs on hand for munching (like fruits and nuts). Take 5 minute breaks every two hours or so. These can be at your desk or in the lunch room or just a short walk around the office. Mentally take yourself away from your environment and calm your mind. Go out for lunch. Take a walk. Look at some art, eat something delicious, buy yourself some flowers--anything to take you AWAY from what you're doing. Outside of work, you should do some de-stressing activities that focus on quieting the mind this can be anything from yoga to boxing (which is what I do) to clear and calm your mind. Outside of work--don't think, talk or worry about work. And most importantly: don't be afraid to say NO at work! Sometimes people are unrealistic in their expectations that an employee can juggle their tasks plus the rest of the world and coffee! Learn to say NO in a productive way. The next time you're busy and a new task feels like it might be overwhelming, try the tips in this excellent article: http://www.onlineorganizing.com/expertad... part of your job as secretary is to know how to prioritize and maximize your effectiveness as well as efficiency. Sometimes that means saying no to new tasks, or delegating. Best wishes! Exec. Asst. in FL. try this website too: http://www.ineedmoretime.com/organize_of... I loose everything unless I write it down. I find even just writing it down puts lots of additional details in my head. I loose post it notes so I use a simple spiral notebook and write EVERYTHING down. I use at least one page per day and have a record of all phone numbers, details, follow up and notes all in one place. I then leaf through it once a day and make sure I haven't forgotten anything. Try it! Good luck! Free Job Search Advice: http://www.freejobsearchhelp.com/... Daily Job Search Blog: http://freejobsearchhelp.blogspot.com/... |
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