If you have a lot on your plate at work, then your desk, office, or cubicle is likely less than beautifully organized.
While we’re not all going to maintain pristine workspaces, you will most likely be more productive at work if your desk is clean and organized.
I’m a professional declutterer specializing in clearing out spaces and ensuring they are properly utilized. So I know you can benefit from a tidier work environment
Here are five tips to get there.
Get rid of things you’re never going to get to
Less is more when it comes to workspace organization. The more you have, the more time and energy you’ll spend keeping track of everything. A deep dive into your piles of paper and supplies will generally uncover a lot of stuff you don’t need or use.
If you have many notes pinned to a bulletin board or stuck to your computer monitor, determine whether you’re even seeing them anymore. Our brains can only process so much information at once; the rest we just skip over.
Instead, create a to do list and remove all the one-off notes to yourself.
Get real with yourself
Most of our clutter is aspirational — both on your desk and your computer.
You tell yourself: Of course, I will read that newsletter, institute that 10-step time management system, and reply to that two-month-old email. But while you’re thinking about doing those things, other, more urgent work is piling up.
Give yourself a time limit to return to non-essential items. Put “To Read” items in a file folder with a date on it. If you haven’t read or acted on them in a month or two, chances are you never will. Do the same with the electronic stuff. If the date comes and goes, just ditch it.
Resist the temptation to take one more look — lest you fall prey to the siren song of Maybe One Day.
Clear off the surfaces
A flat surface is a magnet for clutter — whether at home or at work. Papers are herd animals; they seem to belong in groups. If your work surface is hidden by a pile of papers, Post-its, and other random items, it’s hard to get anything done.
Get your file folders to do the organization for you by creating a section of your drawer or desk for current working files. These hold any projects or information you’ll likely need for your ongoing projects. If you’ve got a file drawer within reach, put this section at the front. If not, put a small rack on your desk that will hold a few file folders. Label them and fill them up.
Other office supplies need specific homes, too. They may be in your desk drawers or in other containers. For example, if you want things like pens or Post-it notes to live on your desk, give them a jar or a box. As long as an item has a home, you’ll know where to find it and where to put it when you’re done with it.
Think through your filing system
Once you’ve disposed of most of your papers and files, you will probably be left with some essential documents. What should you do with all of them?
Whether your information is mostly paper or electronic, keeping it organized and properly labeled will make your life a lot easier. If you’re having trouble remembering where you put something important, your filing system is likely less system and more sinkhole.
In your filing cabinet, try putting all the tabs on the left edge of the folders in alphabetical order. Staggered tabs may seem easier to identify, but I think they just confuse the eye. Color coding can also help you quickly identify the type of file you’re looking for. If your folders are bursting at the seams, use more of them.
Organizing deserves a time slot
You may feel like you’re too busy to clear your desk at the end of the day, but this will be 10 minutes well spent. Make a ritual of ending your workday by filing papers, putting away office supplies, and generally making your desk look welcoming for the morning.
If you’re having trouble finding time to manage your work clutter, consider scheduling a weekly meeting. Put it on your calendar, and don’t ignore it.
Time spent organizing may feel like it’s interfering with work time, but maintaining your environment is part of your work and will make it easier to complete your other projects.
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