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Make thinking clearer and work more efficiently

By Philip Perez,2018-02-20 12:02:00
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Make thinking clearer and work more efficiently

The desk is at sixes and sevens; you can't find a pen to write with; you exchange business cards a few days ago, and now you don't know where to put them... do you have the same trouble?

Faced with the shortcomings of poor organization and storage, many people often attribute their sloppiness and carelessness, but Sakato Kenji, author of The Finishing Art, believes that the root cause, whether it is a desktop disorder or poor schedule management, is a personal psychological problem: confused people are naturally unable to properly plan and classify things around them, time, or even the information they receive.

To become a master of finishing, do not start directly from the living environment, but must first organize their own minds, hearts and time.

The organization of the mind: thinking more clearly

1. Note-taking: note-taking helps to organize problems. Whether using images or words, thoughts become clearer if they can "visualize" fuzzy ideas or impressions in the brain, and the sticking points associated with problems can also be clearly seen on paper.

2. Learn to be alone and do "non-digital" things: Modern people spend a lot of time sitting in front of a computer every day, but being stuck in a "non-1 or 0 world" for a long time can easily cause their brains to ossify. Therefore, taking the time to do "non-digital" things, such as drawing and reading, will help to hone one's sensibility and sensibility.

In addition, a person walking, traveling or writing articles, such things that can precipitate emotions without being influenced by others, is also a good way to clarify the head.

3. Prepare for the worst: The secret to staying calm and dealing calmly with whatever comes your way is to "presuppose the worst", because all the scenarios have already been anticipated and the countermeasures worked out in advance, so that you are less likely to be agitated by the unknown.

Timing: efficiency at work

4. Cutting 24 hours a day, divided thinking, homework and thinking blocks: set different periods of time to do different types of things, can focus on the use of specific brain power.

For example, setting the time before noon as "thinking time" to plan a day's work without distractions, to reflect on briefing content, or to deal with outstanding issues; after noon, "homework time" to quickly and sequentially complete mindless work; and commuting time, bedtime, or any period of solitude can be set as "thinking time" to sort out personal emotions or thoughts in life.

5. Itinerary planning by inversion: Before scheduling, you must first grasp the "ultimate goal" (such as the proposal date, delivery deadline, etc.), and then use this goal as a basis to conceive all possible workflows before the deadline, and estimate the time that must be spent, extrapolating from the "end point" to what must be done at each point in time, adding the scheduled work to the schedule.

6. Multitasking: By training yourself to multitask, multiple related tasks in the same amount of time, you can do your job more efficiently. For example, when you are running a business, you are also looking for a venue for a company's trade show.

To accomplish multiple tasks at the same time means having to think about several topics at the same time in your mind or in your heart. For example, running a business is to achieve sales goals, a trade show is to effectively achieve the promotional effect of a new product, and other topics may be "finding new customers and markets" or "investigating the situation of competitors."

Data collation

The greatest difficulty in sorting is that we do not know how to classify, but in fact we have developed the habit of classification since childhood. For example, when playing with the wind blowing, we have been practicing the selection of classification items, so the ability to classify can be said to be naturally cultivated, but the ingenuity of the individual application is different, thus creating different results.

From the last data collection workshop, we should be able to tell the difference between data and information. Data is a collection of unsorted, quadrangled text, audio and video, pictures, etc. Information is assembled by a search engine or data collection method according to a specific topic and sorted out. Therefore, when we do data collation, we deal with information rather than simply organize it.

We now have more and more sources and channels of information, a large increase in the amount of information received daily, spam, advertising through various forms forced to the reader's eyes. From the small survey in April, we also found that students in the collation of information, mainly four major difficulties, the first is that a jumble of materials do not know where to start sorting, then want to sort but can not find the appropriate classification; third for the data collation of good collation but not find their own application, or how to organize the information.

On the other hand, the proper collation of information has many advantages. It not only improves the efficiency of work, but also saves time and activates the content of information. Therefore, it is even more important to be able to judge the importance of information and how much effort is put into it. Good collation of information is also a part of good personal knowledge management.

Refreshing desktop for increased productivity

Desktop items can be placed from near to far according to the frequency of use. Items used daily, such as pens and straps, can be placed within easy reach of the table using storage tools. Items used once in a while, such as staplers and scissors, can be placed in a fixed position in the drawer next to the table; items used once in a long time can be placed in a more efficient place behind the counter.

In addition, it is a good habit to maintain a clean and tidy desktop after use. We can start with the fundamentals and then beautify the desktop when we can.

The same is true of the principle of desktop sorting. As long as there are several shortcuts or folders commonly used on the desktop, unwanted files will be dropped into the resource recovery bin. New files should be regularly sorted and included in the folder. Good usage habits are also the key to do a good job of data sorting.

Make good use of reference books and tools

A wide range of books on storage and finishing have been published. Students can pick up concepts from the books and transfer them to their own learning needs. On weekdays, they can also go to stationery shops and bookstores to get more information on new books and find new stationery items on sale in the stationery area. Apart from purchasing, these new tools always inspire us with more ideas and try to build their own suitable storage facilities.

Commonly used storage tools can also be classified into the following categories:

Category 1: Folder. This type of text has many forms, such as L folder, data book, folder, spring clip, folder, etc. You can use this type of folder to facilitate the carrying and storage space limited features to receive temporary information, to be finished, and then the information into the folder. It is recommended that students in the use of the subject can be classified, and can be more transparent style, easy to see at a glance.

Category II: archive folders. These folders can be divided into two-hole folders, three-hole folders, porous folders, etc. These folders facilitate the collection of large or long-term information. If the size of the information is different, the information can be put into the A4 data bag and then included in the archive folder. If there is spare capacity, catalogues can be made or side indexes can be made for searching.

The third kind: organ clip, magazine box, storage box, etc. This kind of tool is convenient to centralize the same kind of information, can also be used with the first kind of tools, so that the storage work is done better.

Category 4: file bag, zipper bag, etc. Three-dimensional data can be included in such tools, but remember to use tags to mark content, so as not to forget the content over time.

Steps for classification

First of all, according to the necessity to review the classification object, if it is unnecessary to accept the data, you can discard the collection. What materials can be classified as necessary? Necessary materials can be "information for immediate use", such as courses currently being studied, or "frequently used information", such as tool-type materials, reference materials or items of interest, while the third category is "information that may be necessary in the future", such as information on future research topics, job search needs, or career planning. When deciding whether a piece of information is worth preserving, you can set a guideline for yourself to retain it only when it has a certain degree of relevance to the subject matter, so as to avoid leaving too much useless information behind. Information that is timely or readily available does not need to be kept in separate paper. If you look at each piece of information left behind carefully, you will not need to overstock items, thus creating additional space constraints.

Again, it is to determine the basic classification items and levels, and then put them into the archive folder according to individual topics. When deciding on the classification items, you can customize them by subject, function, nature or time sequence, and you can use charts to present the structure of the classification for easy understanding and adjustment. After that, you can distinguish the details of each item, but remember that it is easy to divide the items into too trivial, so that it is easy to cause the classification of the brain to repeat the name.

When collating information, do not get caught up in emotions, such as memories, which will delay collation time and spoil your mood. Whether physical data needs to be integrated with digital data depends on your personal usage habits; and do not let synchronization become a burden so that synchronization is meaningless. However, if you want to synchronize, you can try to keep the names consistent.

Establish tags to find information quickly

The biggest problem with classification is ambiguity. Don't give up when you're in a situation like this. Just rely on your first instinct and probably won't be wrong, and don't forget to use a post-it note to indicate your relevance to another category, which may come in handy one day. You can also make more use of daily life materials to do classification training, for example, observe the restaurant menu classification, or study the keywords marked in the journal papers, or visit the exhibition, you can analyze the classification of curators, but also try to re-classification of their own works, these new attempts will be very interesting.

The taboo of classification is to spend too much time, so can not be classified, you can review is not familiar with the information, or the nature of the information is too diverse, so can not judge its properties, or this is not in the past the new things, so can not find partners with the same group, if encountered in this case, the data first "other" items, let time to help, one day eyesight will be clear. The same is true of information that is not known to be of value. Don't be resistant at first, but put it aside for a while and observe. But if the classification structure goes wrong, you have to relocate the structure.

When searching for information, you should limit your search time, not the amount of data you read. Otherwise, you will not be able to keep up with the speed of information growth. When interpreting information, it is important to be able to find information that is relevant to your needs. The use of keywords to expand or narrow the scope of information from the intersection, association and difference sets, sifting through incoming information like a funnel, helps to target the search rather than being led by the information. It also helps to understand whether the content of the information is novel or thematically relevant. Conversely, keywords also facilitate the tagging of the information, which makes it easy to find the required content from a large amount of organized material

Dream Folder

Data collation not only has the function of introspection and retrospection, but also hopes for the future. By using the keywords of their dreams to collect information, they will gradually find that the distance from their dreams is not so far away. And when the opportunity comes, they can quickly grasp the key points of the dream practice, without collecting data from scratch.

Having good grooming habits can save you a lot of time, and with the help of the Dream Folder, you have a chance to achieve your limitless possibilities.Wish you will soon be able to master the essentials of data collation.