Clutter is a productivity killer. Though you might think you know where everything is in your office or on your desk, there may come a time when you have a critical need for an item you can‘t easily find. As a busy professional, you’re sure to face a time when you need a document immediately rather than wasting time searching through piles of information. Or a client may ask a quick question, and you need to answer it fast to get out the door and on to an appointment. If you let clutter take over, it will eventually get in your way. Besides, organization contributes to a calm mind, business-boosting ideas and overall satisfaction with your work.
The Office
No matter how large or small your office is, you can benefit from dividing it into sections. For example, you might have a workspace that consists of your desk and related supplies; your computer and your phone; a zone for your files; an area to store your research materials; and another area for equipment like your scanner, copier and fax machine. You could keep the office equipment on or next to your desk, but this can contribute to an overall feeling of clutter. If you have the space, allow a little room between your workspace and your machines. You’ll burn a few calories walking over to them too!
Your Desk
If you have a tendency to put everything on your desk, from your wallet to your junk mail, you are not alone. It’s a flat surface that makes an easy catchall for anything you don’t want in your hands right now. To conquer clutter, however, you have to think a bit differently. Consider what you need on your desk to accomplish your work right now, and get rid of everything else. Of course, you’ll need your computer, phone, perhaps a pad for taking notes during calls, a calendar and writing supplies. Put everything else in its place. Maybe you’ll add a family photo and a desk lamp, but keep the majority of your desk clear. File documents away, toss junk mail immediately and put your wallet in a drawer. If you will need a document tomorrow, file it and grab it when you need it. Also, consider using digital versions of calculators, calendars and appointment books to keep your work area clear.
Your Mail
Mail tends to be a problem for busy professionals, both at home and in the office. To avoid a mountain of mail clutter, sort your mail as soon as you retrieve it. Keep your personal mail separate from your business mail. Don’t take your personal mail to work, and if you work from home, keep it out of your home office. Place your business mail in a basket on a shelf and commit time to sorting through it each day. File away documents you need to keep, and shred anything you don’t want–right away. You can often just toss junk mail, but if it includes information you don’t want in the recycle bin, shred that right away as well. If you receive mail you have to act on, toss the envelopes and place the document in a things-to-do file or bin. Separate the bin or file by the day on which you need to act on the items contained within. For example, if you need to respond to a piece of mail on Monday, put it in your Monday file. This way, your things-to-do files don’t become a mess you can’t keep up with and nothing slips your mind.
Your Drawers
Don’t clear your desk by stuffing everything in drawers. Instead, create sections in your desk drawers just as you created zones in your office. Use drawer organizers to keep everything in its place (Separate those paper clips from those Post-it notes and stapler refills.). Once you use something, put it right back where you got it. And don’t forget to go through your drawers periodically in search of things you don’t really need. Toss anything you haven’t used in months–or ever.
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