The office is where some of us spend most of our time so shouldn’t it be a calm, clutter free place; a place to let our creativity and productivity flow? We do not work as effectively in a messy, cluttered space. Spending time looking for something that ended up in a pile because it is not in its proper place is a waste of time and energy. A messy space is also draining to our energy level. Wasting time keeps me in the office longer and I would rather be out enjoying the world with my family. There are systems that we can put in place today to keep our time in the office productive and to a minimum.
The first project to tackle is storage. Our desk should be clean and clutter free when we are not working. When we finish our work, there shouldn’t be any evidence that we were there and when we come back, the space is ready for us to tackle the next project.
Storage bins are great for extra supplies. These can be kept in the office closet in either clear containers or designer baskets with labels so that we can easily find what we need.
For supplies that we use on a daily basis such as tape, rulers, pens, calculators, staples, note pads, paperclips, etc., there are desk organizers with separated spaces for these items. If your office is mobile, a small box with a lid lets you take these supplies with you.
Next, tackle the papers. Paper clutter is what I see as the main issue with most office spaces. It builds slow and fast so before you know it, there are piles to deal with! To keep this under control takes a daily commitment but only a few minutes.
Starting with the mail – When it comes in, sort it over the shredder. Open it and throw away or shred the junk. Have a file ready for your bills and a file for future action. Sorting the mail as soon as you get it saves time.
Then create a filing system that works for you. It can be a mobile box, a cart on wheels, or a file cabinet. Set up one drawer with your 45 day system. (1-31 and Jan-Dec) The 1-31 files are where you can sort things by day that need to happen this month. The Jan-Dec files are where you can sort things that you will deal with on a later date within the appropriate month.
Take the action papers from the sorted mail and put them where they belong; either today, next week, next month. This makes it easy for you to find what you need when it is needed. It is also helpful to make a note in your calendar as an extra reminder so that you can see what is coming up before the day it is due.
Create a second drawer to house your Jan-Dec receipts and statements. When the receipts have been recorded to your QuickBooks or Excel tracking system, file them and you are done and ready to tackle the paper clutter on your desk. You might get someone to help you with this so that the project goes faster.
A key strategy to office clutter is that only current paperwork belongs in your office. So 2012 should be in your current files and 2011 and older should be archived in a clearly labeled box or file cabinet in the garage or closet. This keeps old papers accessible and out of the way. (See also: My “What Paperwork Should I Keep?” Post)
Now that you have a clean and clutter free space, your productivity and creativity can thrive. Business will improve and you will be able to spend more time with your friends and family. Just getting started can seem overwhelming so set a time limit and work quickly. You will be organized in no time.
I am here to help and answer any questions that you have. You can subscribe to my blog for future information or send me a message on my Facebook page at http://Facebook.com/ProjectDone which I will gladly answer. If you feel that you need additional help, you can contact me by email and we can set some time aside to get your numbers to work to your advantage!
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