7 Practical Tips to Efficiently Organize Your Workflow
Written by  Daisie Team
Published on 7 min read


  1. Prioritize tasks
  2. Break projects into manageable parts
  3. Establish a clear communication protocol
  4. Use time management tools
  5. Set realistic deadlines
  6. Delegate when necessary
  7. Review and improve your workflow

Are you constantly playing catch-up with your work? Do you find your to-do list growing faster than you can tick things off? If so, you're not alone. Many of us struggle with managing our workload effectively. But don't worry, we've got you covered. In this article, we're going to share seven practical tips on how to organize workflow which will help you stay on top of your game. Let's jump right in!

Prioritize Tasks

Imagine you're at a buffet. There's a ton of different food to choose from, but you can't possibly eat everything. What do you do? You prioritize. Just like choosing your favorite dishes first at a buffet, you need to pick your most important tasks at work.

Having a clear understanding of what tasks take precedence can make a world of difference in how you organize your workflow. Here's how you can do it:

  • Identify Important Tasks: Not all tasks are created equal. Some tasks might be more critical than others. Identify these tasks and put them at the top of your list. This way, you know what needs your attention first.
  • Know Your Deadlines: Some tasks might have a deadline coming up soon. These need to be handled sooner rather than later. Keep a note of these deadlines so you don't miss them.
  • Consider the Effort: Some tasks might be quick and easy to complete, while others might take more time. If you have a few quick tasks, you might want to knock them out first to clear your plate.

By prioritizing your tasks, you create a roadmap for your day. It gives you a clear idea of where you need to start and what you need to do next. This is a simple yet effective first step in organizing your workflow.

Break Projects into Manageable Parts

Ever tried to swallow a whole apple in one bite? Not the best idea, right? It's much easier, and safer, to take smaller bites. The same principle applies to your projects at work. Rather than tackling a massive project all at once, break it down into smaller, more manageable pieces.

Why is this important? Well, for starters, it makes the project seem less intimidating. But more than that, it actually helps you keep track of your progress and maintain momentum. Plus, it's easier to identify potential issues and address them early on.

Here's a simple approach on how to organize workflow by breaking down your projects:

  • Define the Project's Goals: What are you trying to achieve with this project? Understanding the end goal can help you identify the steps you need to take to get there.
  • Identify Subtasks: Once you know your goals, identify the tasks you need to complete to reach them. These tasks will form the building blocks of your project.
  • Sequence Your Tasks: Some tasks need to be completed before others. Identify these dependencies and sequence your tasks accordingly. This will help you avoid any roadblocks down the line.

Breaking down your projects into manageable parts can take a little bit of time upfront, but the benefits far outweigh the initial effort. It's a powerful technique to streamline your workflow, one bite at a time.

Establish a Clear Communication Protocol

Picture this: you're working on a project and you need some information from a colleague. You send them an email, but they don't respond. You send another email, and still no response. You're stuck and your workflow grinds to a halt. Sounds frustrating, doesn't it?

Clear communication plays a fundamental role in how to organize workflow efficiently. Without it, misunderstandings can occur, tasks can be delayed, and productivity can take a nosedive. By establishing a clear communication protocol, you can keep everyone on the same page and prevent these issues from happening.

Consider these steps to improve communication in your workflow:

  • Choose Your Communication Channels: Whether it's email, Slack, or good old-fashioned face-to-face conversation, decide on the best communication channels for your team. Make sure everyone knows which channel to use for what kind of communication.
  • Set Expectations: Should emails be responded to within 24 hours? Should urgent matters be discussed in person? Setting expectations about response times and communication methods can help prevent misunderstandings and delays.
  • Keep Communication Open and Consistent: Regular check-ins can help keep everyone on track and aligned with the project's goals. Make sure everyone feels comfortable expressing their thoughts and concerns.

Remember, communication is a two-way street. It's not just about getting your message across, but also about listening and understanding what others have to say. With a clear communication protocol in place, you won't just improve your workflow—you'll also build a stronger, more collaborative team.

Use Time Management Tools

Ever find yourself wondering where the day went? If you've ever looked up from your work, shocked to see it's already late afternoon, you're not alone. Time has a sneaky way of slipping away from us, and before we know it, our to-do list is still a mile long and the day is almost over. This is where time management tools come into the picture.

If you're still wondering how to organize workflow more effectively, the answer could be sitting right at your fingertips—literally. Time management tools are like a personal assistant that helps you plan, track, and manage your time efficiently. They can be a game-changer in improving your productivity and workflow.

Here are some practical ways to use these tools:

  • Plan Your Day: Use digital calendars or scheduling tools to plan your day. Block out time for different tasks, including breaks. You'll be surprised at how much more you can get done when you have a clear plan in place.
  • Track Your Time: Ever wondered how much time you spend on different tasks? Tools like Toggl or RescueTime can help you track your time, giving you insights into where your time goes and where you might need to make adjustments.
  • Set Reminders: Need to remember to send that report by 3 PM? Set a reminder. Tools like Google Keep or Microsoft To Do can help you stay on top of your tasks and deadlines.

Remember, the goal isn't to become a slave to the clock, but to use your time more intentionally. By using time management tools, you can reduce stress, increase productivity, and bring more balance to your workflow—and your life.

Set Realistic Deadlines

Have you ever committed to a deadline you knew was unrealistic? We've all been there. Whether it's due to pressure from a client or boss or simply an underestimation of the task at hand, unrealistic deadlines can lead to stress, burnout, and a poor quality of work.

So, how to organize workflow in a way that helps you set more realistic deadlines? It might sound simple, but it can take some practice. Here are a few strategies:

  • Understand the Task: Before you can estimate how long a task will take, you need to understand it thoroughly. What steps will it involve? What resources will you need? The more you know about the task, the better you can estimate the time it will take.
  • Consider Unexpected Delays: Life happens. Computers crash, team members fall ill, and clients change their minds. When setting a deadline, always factor in some extra time for unforeseen delays.
  • Communicate Clearly: If a deadline seems unrealistic, it's important to communicate this. Explain why you need more time and propose a new deadline. It's better to have this conversation early than to miss a deadline later on.

Setting realistic deadlines isn't just about managing your time better. It's about respecting your work and your well-being. With realistic deadlines, you can produce higher quality work without burning yourself out in the process.

Delegate When Necessary

Ever heard the saying, "If you want something done right, do it yourself"? While taking charge can be a strength, when it comes to organizing your workflow, this saying can sometimes do more harm than good. That's where delegation comes in.

Delegation is not about offloading your work onto others. It's about recognizing the strengths and capabilities of your team and leveraging them to achieve a common goal. So, how to organize workflow through effective delegation? Here are some tips:

  • Know Your Team: Understand the strengths, skills, and interests of your team members. Delegate tasks to those who are most capable or interested in them. It not only makes your workflow smoother but also helps in the growth of your team members.
  • Clear Communication: Ensure that the person you are delegating to understands what is expected of them. Be clear about the task, the deadline, and the quality of work you expect.
  • Trust, but Verify: Delegation involves trust. Trust your team members to do their tasks, but also verify that the tasks are completed correctly and on time. This doesn't mean micromanaging, but rather maintaining a healthy balance of trust and verification.

Remember, delegation is a skill that improves over time. You might make mistakes at first, but you'll get better with practice. And when done right, delegation can significantly improve your workflow and the overall productivity of your team.

Review and Improve Your Workflow

Organizing your workflow isn't a one-time task. It's an ongoing process of improvement. Why? Because the way you work changes over time - new tasks come up, old ones become irrelevant, and sometimes, the whole direction of your work might shift. So, how can you keep your workflow organized under these circumstances? The answer lies in regular reviews and improvements.

Here are some steps on how to organize workflow through regular reviews and improvements:

  1. Regular Reviews: Set aside some time each week to review your workflow. Look at what tasks you completed, which ones are pending, and what new tasks have come up. This will give you a clear picture of your current workflow.
  2. Analyze: After reviewing, analyze your workflow. Are there any bottlenecks or roadblocks? Are there tasks that take too long to complete? Are there tasks that could be done more efficiently? This analysis will help you identify areas for improvement.
  3. Implement Changes: Based on your analysis, implement changes in your workflow. This might involve delegating tasks, breaking larger tasks into smaller parts, or using time management tools to track your tasks.

Remember, the aim is not to have a perfect workflow, but an efficient one. So, don't be afraid to make changes and try out new ways of working. After all, the best workflow is the one that works best for you!

If you're looking to improve your workflow even further, we highly recommend checking out Indi's workshop, 'Daily Workflow of a Freelance Illustrator.' This workshop will give you an insider's look into the day-to-day activities and strategies of a successful freelance illustrator, which can be applied to various creative fields. Don't miss the opportunity to learn from a pro and optimize your workflow!