Just randomness

It’s vital to be organized while working in finance as it is important to keep your priorities and routine tasks organized and completed in a timely manner.Things can get hectic in a blank of an eye so I highly recommend trying various time management and organization techniques to find what works for you. What works for someone else might not work for you but thats okay!

Below are 2 of my favorite organization tips and techniques I use in my day to day work life:

❥𝘛𝘪𝘮𝘦 𝘉𝘭𝘰𝘤𝘬𝘪𝘯𝘨

Chunking your time during the day which basically means creating a plan to work on each task for a certain amount of time and after the allotted time is up you will move on to the next task.

This is ideal for those who might have long term assignments or side projects.

I use this method to ensure I am giving adequate time to each of the tasks and projects I currently have on my list while also determining the progress I am making on each task

Example of my day

8:30 - 10:00: Decluttering my email and addressing everything that needs to be addressed - I also use this time to plan out what I need to accomplish that day while also noting important meetings and side project status updates.

10:00 - 12:00: Balancing payables

1:00 - 2:15: Work personal/Team email

2:15 - 3:00: Side projects

3:00 - 3:30: Run team files

3:30 - 5:30: Continue Side projects

I would also like to note to be realistic about the amount of time you designate for each task. Make sure it’s reasonable amount of time while also accounting for human error.

❥𝘋𝘦𝘤𝘭𝘶𝘵𝘵𝘦𝘳 & 𝘖𝘳𝘨𝘢𝘯𝘪𝘻𝘢𝘵𝘪𝘰𝘯

Emails Folders

For my role it’s extremely important that I maintain a clean inbox because it’s a indicator of whether or not I am keeping up with my day to day tasks.

When I receive an email I will determine and complete the action items required and file it away for record keeping purposes. Thus only leaving emails in my inbox that are still outstanding. On average I get about 20 emails a day for various items and we are advised to not delete them ever.

So I developed a system that will allow me to archive emails in their correct folders so in the event that I need to pull an email for CYA (cover your a*ss) or for just for additional information I actually know where to begin to look for it. I created and grouped folders by the type of fee or fee process it pertains to and I will then make sub folders if needed as this also helps speedup the email search.

I have a folder for each of my primary tasks but they also have subfolders for example, I have a folder labeled “Ledgers” but within the folder I have sub folders for the different types of fees we process such as Holding, Commission, etc. and this is usually for tracking purposes.

I also made a MISC folder for routine departments emails such as the firms weekly newsletter as well as different routine alerts we receive. each routine email has a sub folder within the main folder. But I also have monthly misc folders for misc emails that are not routine and are received during the given month.

For example I have a folder in my inbox labeled “5/1/2022” which is where I would move misc emails received during the month.

❥Invest in a planner/desk planner

You can’t store all the necessary tasks, processes and additional information you will need on a given day all in your head. It is vital to get all your thoughts on paper or a digital planner as this will open up space to think critically for the new items coming your way. Not doing so you run the risk of tasks falling through the cracks because they slipped your mind.

It is also proven that writing information down not only helps with cementing information in your mind but aids with comprehension as well.

Personally I use a disposable desk planner for short term day to day tasks they tend to change everyday. I like to use my physical planners as more of long term items as it could get bombarded and messy with the more things I add.

My Fav

The pages on the above link are sectioned out for different purposes and it has a very minimalistic design while also being highly functional.

Box for today’s focus - Cleaning up ledger activity

Section to add to dos - Tasks I need to accomplish that day

Notes section - I might jot down a misc item or two over the course of the day

Meals - I like to keep track of my meals to reflect on my eating habits

Water tracker - I make it a game to see how many cups of water I can drink a day which has been very helpful with staying hydrated.

Schedule for the day - Here is where I notate any important time commitments for the day such as running the file at 5 or any meetings scheduled for that day.

It’s important that you develop your organization skills in finance as we are often pulled in many directions at the same time and still expected to perform at a high level. What I learned is that your organization skills and habits can either make or break you. You want to make sure you are not only putting your best foot forward but also building a solid foundation that can be developed over time