5. Messy Desks, Missed Deadlines - Fixing Organisation Without Micromanaging
Simple systems to help staff who lose track of time and tasksstuff
Tina manages a busy retail store in Tauranga. Her assistant manager, Leah, is enthusiastic, friendly and great with customers. But behind the scenes, it’s another story. Stock orders are late. Paperwork is scattered and when Tina checks the schedule, important tasks have slipped through the cracks.
Tina doesn’t want to be a control freak, but she also can’t keep stepping in to clean up. So she starts asking herself the hard questions - Is Leah disorganised? Or does she just not have the right tools to stay on top of things?
After sitting down for a candid chat, Tina realises that Leah isn’t lazy or careless. She’s overwhelmed. The systems that work for Tina don’t work for Leah - because Leah’s brain organises information differently.
We’ve all seen What Does Disorganisation Look Like?
Not everyone works like a well-labelled spreadsheet. Some people struggle to keep track of tasks, files, or even time itself. These people often want to be organised, but don’t know how to get there – and standard tools don’t work for everyone’s brain..
You’ve probably noticed: Here are some signs -
Messy or cluttered workspace
Forgetting key tasks or repeating steps
Losing files, notes, or documents
Missing or running late for meetings
Constantly overwhelmed by to-do lists
Starting multiple things but not finishing any
This isn’t always about poor work ethic. It’s often about executive functioning -specifically the brain’s ability to organise and manage information, time and priorities.
Why It Matters
When a staff member struggles with organisation, it doesn’t just affect their own workflow. It can slow down the whole team. But here’s the good news - a few small changes can go a long way without making anyone feel policed or micromanaged.
What Tina Tried
After talking with Leah, Tina made two simple adjustments -
A Weekly Checklist - Every Monday, Tina and Leah go over a list of core tasks -stock orders, rosters, follow-ups. They tick them off together and flag anything that needs attention.
Colour-Coded Folders - Leah now uses coloured folders for different areas of the business - blue for inventory, red for staff matters, green for promotions. It’s visual, quick and helps her brain sort through the clutter.
Within two weeks, Tina noticed a change. Leah felt more in control. The errors dropped and Tina could step back, knowing things were being handled.
Simple Ways to Support Organisation (Without Breathing Down Necks)
If you’ve got a Leah on your team, try these strategies -
1. Introduce Checklists
Checklists reduce decision fatigue and help staff track what needs to be done without holding it all in their head. They also help prevent missed steps.
2. Use Visual Systems
Coloured folders, sticky notes, whiteboards, labels, wall calendars - all of these help visual thinkers stay on top of information. Bonus: they’re quick to scan, making it easy to locate information efficiently..
3. Schedule Weekly Reviews
Instead of daily hovering, set a regular check-in to go over what’s been done and what’s coming up. It builds accountability without stress.
4. Make the Workspace Work
Mess can be a symptom, not the cause. Help staff organise their space in a way that works for them — maybe it’s open shelving, maybe it’s labelled drawers. Don’t force a system just because it works for you.
5. Encourage One Task at a Time
People who get overwhelmed often try to do too much at once. Help them batch similar tasks or set priorities for the day.
6. Go Digital (If It Helps)
Some people do better with apps like Trello, Microsoft To-Do, or Google Calendar. Others prefer pen and paper. The key is consistency, not the medium.
7. Give Grace for Setup or Reset Time
Sometimes a staff member needs extra time to get their workspace or system in order. Let them take a half-hour each week for "desk reset." It saves more time in the long run.
Tech & Tools That May Help -
Trello or Notion for visual task boards
Digital calendars with alerts and colour coding
Shared checklists using Google Docs or Sheets
Reusable notebooks like Rocketbook (for digital storage of handwritten notes)
Labellers or clear storage bins for physical organising
Avoid The Micromanagement Trap
Supporting organisation isn’t about looking over someone’s shoulder. It’s about working with them to create a structure they can actually use. That might mean: -
Asking them what helps and what doesn’t
Co-designing a checklist or workflow
Offering templates or examples
If you impose a system that doesn’t fit their brain, it won’t stick. But if you work together to build one that makes sense to them, it can transform the way they show up at work.
What Happened With Leah?
Leah is still a bit of a whirlwind, but now it’s a controlled one. She’s keeping on top of orders, planning ahead and feeling more confident in her role. Tina isn’t babysitting anymore - she’s mentoring.
The result? A better-run store, fewer mistakes, and a staff member who’s finally hitting her stride.
Final Thought
Not everyone is born organised. But most people can learn to be, if they’ve got the right tools and a bit of support.
You don’t need to turn your business into a military camp to get things running smoothly. You just need to give your team structure they can stick to - without killing their confidence.