Out From Under Your Office Clutter

Contributed by Jennifer Goldman

Are you so overwhelmed by the mound of miscellaneous objects building up on your desk that just figuring out where to start tackling the mess is enough to induce a migraine? Busy as you are, if you can just commit to taking some time out to clear your office space of clutter, you'll save yourself a lot of headaches and a ton of time and energy in the long run.

You may be asking yourself, why bother?
Continuing to dwell in an increasingly cramped and chaotic workspace where it's a major challenge just to find what you need to get the job done can seriously interfere with your ability to focus on the task at hand. And this is just the message your mess sends to your clients and business associates. If your desk is strewn with papers and piles of files on the verge of toppling over, you are giving off the impression that you've lost control of the situation. And chances are, you feel like this too. What's more demotivating than a seemingly insurmountable stack of work serving as a constant reminder of your unfortunate tendency to delay the inevitable? Not to mention all the time you waste trying to make sense of the mess!

Working in the midst of clutter doesn't only affect your attitude. It can have a negative impact on your physical health as well. Clutter attracts dust and bacteria, which can cause allergies and other respiratory problems. So do yourself and your lungs a favor. Set an appointment with yourself and follow this simple organizational process. The long-term results will be well worth the time and energy. Not only will you know where everything is, but you'll also be aware when something is missing or awry. You'll enhance the safety of your workspace, save time, increase productivity, improve your professional image, and even boost your confidence that you're on top of things at any given time.

Here's what to do:
Before you start clearing off your desk and emptying out your drawers, make sure you have all the tools and supplies you'll need to dispose of unwanted materials and organize and store the stuff you decide to keep. Equip yourself with sufficient filing cabinets, folders, bins, and bookends to accommodate your needs. You'll also need a trash bin and a paper shredder.

Then, roll up your sleeves and clear off your desk. Remember to empty all drawers and follow this by taking everything out of your filing cabinets. Remove all the contents of bookshelves as well.

Now it's time to sort out the mess. With every item you encounter, you'll have to decide what to do with it. You may have trouble deciding, but this is a time for self-discipline. Forcing yourself to choose one of the categories below is the only way to get yourself to part with some of the unnecessary objects you've been hoarding and organize those that you simply must keep:

For each item, determine whether you should:

Take care of it- Taking care of an item is the best possible solution for getting it out of the way once and for all. This means that you carry out or complete the task related to the item. If it's a letter, sign it, stick a stamp on the envelope, and mail it. This category best applies to items that can be handled quickly.

Hand it off- This involves passing the object to someone else whose job it is to complete the related task, or, if you're a manager, delegating it to one of your team members. Handing off an item may also mean simply returning the item to its owner.

Purge it- If an item is no longer necessary to you, you should purge it. This means that you throw the object away, shred it, give it to someone, or sell it. Check with your company's retention schedule if you're wondering how long certain paperwork must remain on file. If you come across obsolete paperwork containing confidential information, shred it. Otherwise, just toss it in the trash. When you encounter an item that you don't need but think may be of value to someone else, give it away or sell it.

File it away- Place all remaining documents in neatly labeled folders. You can file documents according to client, project, or what stage of a process they're in. Choose a system that is compatible with your company's processes, so your files will be easy to access when you need them.

Once you've completed the organization process you'll want to take a few measures to ensure that the mess doesn't start piling up again. Follow up by putting files and other items back in their place as soon as you've finished using them. Handle mail right away. Enter information into your day planner whenever it means you can dispose of a document or memo.

You'd probably be willing to attend a one- or two-day seminar that offered such positive effects on your career, so why not invest the time in getting your office space together once and for all. Once these systems are in place, they'll be easy to maintain on an ongoing basis. All you have to do is make the commitment. The payoff will take care of itself.