Clear the Clutter
Posted May 28th, 2008 by ybo
Is your workspace starting to resemble the interior of your garage — namely, cluttered, messy, and overflowing with items you don’t need? If so, it’s likely time for some changes.
To get organized quickly and efficiently, arm yourself with these spring-cleaning tips from Monica Friel, founder of Chaos to Order, a Chicago-based organizing service that has been featured on “The Oprah Winfrey Show.”
Desk area. Friel recommends first sorting through the papers right in front of you. “Your desk is a work surface, not a storage area,” Friel explains. “You want it to be clear and clean so you can work at it.”
Go through papers piled on your desk with a recycle bin-and possibly a shredder-close by. For papers you need to save, create an efficient temporary filing system by storing the papers in one-third-cut manila file folders clearly labeled with 3×3 yellow adhesive notes. Rather than stacking these files on top of each other, place them where you can easily see them. If you don’t need to work with these files right away, check out Friel’s tips for organizing file cabinets.
Once you’ve cleared your desk, next tackle the papers and files scattered around the floor using the same system of recycling, shredding or labeling for files.
File cabinets. Because file cabinet contents are “out of sight and out of mind,” it’s easy to forget about them, Friel says. Files should be part of a working system that’s easy to access and easy to use, rather than a permanent holding space.
When squeezing items into your file cabinet turns into a wrestling match, sort through your files. “If your file cabinet is tight and packed, it’s not very functional,” Friel says. “You need to be able to comfortably fit papers into it rather than forcing them in.” And when you’re filing, think about how and when you’ll want to use the information. Categorize and label folders accordingly.
Mail. To prevent mail from building up-or to avoid forgetting about it-gather and read it in the same place. Make sure you have a trash can, shredder, and recycling bin nearby. And rapidly eliminate junk mail. “It’s best to have a system that allows you to deal with it easily and effectively,” Friel says.
Business cards and adhesive notes. To cut back on card clutter, consider inputting the information on the cards into your computer. Check out our tips for using contact-management software. Or if someone’s card goes with a specific project, staple the card to the back of the file folder for the project. And rather than jotting things down on adhesive notes, which can easily get lost, use an organized day planner or calendar system to record your notes.
Computer files. Just as you tackle physical paperwork, you should organize electronic files too. Sort documents into categorized file folders, and take time to eliminate files you no longer need. Most email programs enable users to create subfolders. Try to set up an email folder system that mirrors your other electronic files, with custom folders for each project, personal messages and more. “That way, you’re not scrolling through hundreds of emails,” Friel explains.
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