My favorite tech e-publication, TechRepublic.com, had a great article on how consultants can become better organized. I think it has application across professions and I offer a summary here, along with some tips of my own.

STRUCTURE YOUR TIME

Set aside blocks of time that stagger small, manageable project work with larger more daunting tasks. It’s the mixture that will keep you fresh and give you a sense of accomplishment. Use a list to keep track of what needs to be done and your priorities.

DRIVE TIME

Try to limit drive time, which is wasted time unless you harness it some other way. When I was a public sector court administrator attending loads of meetings, I had a car phone (quite a brick in those days), learned the art of dictation and subscribed to monthly management books on tape. I still got stuck in traffic hell, but most often used the time for some productive purpose.

PAPER AND PEN

Although I am a dedicated fan of technology, sometimes nothing beats having a paper and pen handy to write down notes as things occur during the work day, and for me at least, at night when I’m trying to sleep. I will readily admit that my memory has not improved with age, so referring to notes can keep you on top of ideas and reminders. Of course, I augment the paper by putting tasks into Outlook with reminders for the important ones.

TAME YOUR PASSWORDS

The TechRepublic article recommends using a password management program, but I prefer a system of using tight words combining letters and numbers that are tiered according to security level. For instance, I use a single password for low security needs, another for medium needs and a more robust password for high security. When I change one every few months, I usually change them all. If you prefer an automated approach, Google “password software” for reviews of programs to help you tame this activity.

ORGANIZE YOUR FILES

I use color file folders and keep the current ones within handy reach. I am also a huge fan of Microsoft OneNote to consolidate emails, electronic documents, pictures, etc according to each project and subject. I wrote a separate article on this software in May, which can be found in the Tech Beat archives on the Redwood technology Consortium website at www.redwoodtech.org. It comes packaged with most versions of Microsoft Office and is worth checking out.

USE A SMART PHONE

I resisted this for a long time because I didn’t want to get chained to my email, but I have since learned that it is an indispensable organization tool with a calendar, address list, task list and notes synchronized with my desktop Outlook program. I try to use the email and texting sparingly so I don’t grow enormous thumbs.

MAKE GOOD ORGANIZATION A HABIT

I can only do this by brushing up on tips and tricks such as these, and using them deliberately and faithfully.

Like you, I have a ton of commitments from work to family to community. In order to balance these demands with the need for quality down time, good organization skills are not optional.

How can you find out how other local technologists stay organized? It’s easy … join and become active in the Redwood Technology Consortium!

Crawford is president of Justice Served, a court management and technology consulting firm working with courts and justice agencies worldwide. He is an active member of the Redwood Technology Consortium and serves on the Humboldt #1 Fire Protection District Board of Directors.

Copyright 2010 Eureka Times-Standard Newspaper.The print version of this article first appeared in the 7/8/10 edition of the Times-Standard.