Have you ever created a system for something, spent hours setting it up, and then never used it? There may be several reasons why this has occurred. When I set up a system for a client or we look at one they are using, I ask them four important questions to evaluate its effectiveness.
- The first question is: Does it work? I have seen some beautiful systems that appear to work, but upon closer examination, they really don’t. Before you create the system, decide what your vision is for it. What do you want it to do for you or look like when it is finished? Also consider the obstacles you may have to face in order to create it. Can you overcome them? Next look at how much time and money you are willing to put into this project. And last, decide how you will maintain it.
- The second question is: Does it work for others? If you work alone then this question does not apply. If you work with others and they have to use the system too, you need to take into consideration their skills and abilities. A system may work for one person and not another. It is even more important to consider this question if several people are involved. A meeting of the minds is the first step to take before setting something up.
- The third question is: Do you like it? This may seem like a simple and obvious question and you may say, “Well of course I like it if I created it.” Not necessarily so. We do things for a variety of reasons, some of which we don’t even understand. It is important to like a system if you expect to use it and maintain it. So be truthful with yourself when you ask this question.
- The last question to ask is: Can I recover quickly? We all know that from day to day as we go about our tasks that there are interruptions, set-backs, and frustrations that cause us to lose focus on what we are doing. That translates into a messy desk or office. If your organizing system is good, you can recover (get things back in order) quickly. Perhaps this is the best test of all.