–Blair Kahora Cardinal & Megan Keohane
People who are Type A are like vegans or hipsters—they’re confident in their Type A-ness and everyone around them knows it. Then there are others who are a mix of Type A and Type B, and operate in organized chaos.
Meg: I’m the oldest child, I’ve always been a perfectionist, and while I hate to admit it, I swing more Type A (at least at work).
Blair: I’m like a Tootsie Pop. I’ve got a hard Type A shell, but inside I have a soft Type B center. I’m Type A in the sense that I’m hugely competitive and take on too much (for example, I started a new job, became president of PRSA Philly, and started my MBA all at the same time), but I’m Type B in the sense that if my desk and inbox look a little overwhelming—and they often do—it doesn’t affect my work flow.
Type A behavior tends to be characterized by things like an overachieving nature, becoming irritated by things that slow you down, higher anxiety, needing a plan of action, and a lot of determination. On the flipside, Type B behavior tends to be more relaxed, less competitive, sees the bigger picture, and sometimes includes a messy desk that reflects an active, creative mind.
Most people aren’t clearly defined by just one of these terms, but rather they simply lean more one way than the other.
Depending on which way you sway, you likely have a different organizational preference than someone who sways the opposite way. We’re going to share a few organizational tips for the opposite personalities in the office.
Meg – for those who are more Type A:
- Organize Physical Files. Each of my clients has two physical folders – one kept on my desk for active, recent items, and another in a file drawer for more historical items that can’t yet be recycled. Every month or so, I’ll go through both folders and transfer things to the drawer and recycle whatever can be tossed. This allows me to have easy access to the active items, yet not lose older files I might need again.
- Have an Email Filing System. Whenever a new email comes in, one of several things will happen – it’s filed away, deleted or left in my inbox because it requires further action. If left in my inbox, it’s filed as soon as the action is complete. I have a folder for agency and general business-related items, with subfolders for insurance items, agency social media items, etc. Then, each client has its own folder with subfolders for at least emails from reporters and social media, and sometimes more, depending on the client. It hasn’t failed me yet, and I typically know exactly where to find that old email I might need.
- Keep To-do Lists. Each week, I create a physical list of tasks for that whole week in the same notebook, sorted by client (including agency items). Then, I use a different highlighter for each day of the week and assign tasks to different days – if the task needs to be done at a certain time then it’s assigned as such; if it’s more evergreen, then it’s assigned to a day that’s a little more open. Then each morning, I write the day’s tasks on a marker board right on my desk. This keeps all of my tasks right in front of my face and ensures that I don’t let the ones that aren’t time sensitive slip through the cracks.
In general, I find my “system” works for me, and I’ve heard like personalities in the office organize in a similar fashion. But for opposite personalities, this system can be too much or cumbersome. The most challenging part of the system, however, is allowing for flexibility as unexpected items pop up, as they almost always do.
Blair – for those who are more Type B:
- Know Your Trigger Points. By nature of working at an agency, I tend to work on several tasks at once. But sometimes as a Type A-B mix, I can unwittingly muddy my work flow. I like to be aware of my trigger points—do I have five websites, seven excel sheets and 15 Word documents open? If so, I evaluate what I really need available at that time and close the majority of those windows, which helps me quickly refocus on the most pressing work.
- Own Your To-Do Lists. Custom to-do lists are essential for Type A-B; it helps me organize the chaos. Try out a few structures to see what work best for you. I’ve tried hard-copy and excel versions, but what works best for me—combining the creative with the organization—is an electronic, color-coded list. That way it’s fluid, easy to update, and a snap to read at a glance. Most importantly, it allows me to keep track of the highest priority to-dos for each of the nine clients I manage.
- Harness Your Energy. Sometimes it’s a struggle to find a balance between organization and creativity, but I’d suggest looking at your dual-personality as an opportunity to harness your energy for the good of your clients and your colleagues. Galvanize your motley crew of ideas into results for your clients. Share your struggles and success with like-minded colleagues to encourage them. Make your energy tangible within the office—others will feed off of it.
Being a Type A-B mix, it’s important to be extraordinarily self-aware. I know my Achilles’ heels and continually check myself to make sure I’m on track.
There’s no right way or wrong way to organize yourself professionally; there’s simply a right way for YOU. Being aware of what works and what doesn’t work for you specifically will help determine which methods will be most effective. We recommend trying things a few different ways before ultimately settling on something that sticks.
What “system” do you have? Let us know!