Hello! I’m Dr. Katherine Macey with Organize to Excel and over the next four blog posts we’re going to explore how to organize your desk so you can be as productive as possible. We’ll be covering the following topics:
- Behavioral strategies you can use at your desk
- Tools and supplies you can use to make it easier to work at your desk
- Where to position your printer and other office supplies
- How to create a clear workspace so you can be as productive as possible
We’re going to create some clear space for you so that you can have a clear mind as you do your work. Fewer things cluttering your workspace allows you to focus more effectively. If you have extra items around your workspace, your brain has to work to ignore them.
We’re going to make sure that the things that you need often are handy, without cluttering up your space. Let’s organize your desk!
Some of the traps that people fall into are wanting everything at hand. It’s actually okay to have to get up from your desk to get things occasionally. It’s good for you to be moving and not stuck sitting at your desk the entire time.
Another trap people fall into is leaving incomplete projects sitting around. You’ll learn in upcoming posts how to set up a space where you can collect the incomplete projects so that they’re not cluttering your space.
A third trap people fall into is not clearing the paperwork at the end of a project. Endless drafts, scribbled notes, and supporting documents all lead to extra clutter that does not need to stay on your desk.
Keep these traps in mind as we discuss our first major topic: paperwork!
To help organize your desk, it is best to stay on top of your paperwork. You’ve seen executive’s offices without a paper in sight. Perhaps you know someone who is never behind on their paperwork. If you are not those people and you have a little to a lot of backed-up paperwork, you probably have some piles around. Typically these piles of paper include reminders of things you need to do, records that need to be scanned or filed, advertising and more. The piles make it look like you have a lot to do and it feels overwhelming. Usually when we go through people’s paperwork, less than a third of the paperwork actually represents actions that need to be taken.
When you’re drowning in paperwork, use RAFTS
We use this system when clearing someone’s desk:
Recycle any paperwork that you have scanned that doesn’t have personal information, like advertising, old post-it notes, etc.
Action items need your attention. They are a reminder of a bill to pay, a letter to write, a phone call to make and so on.
File items are items you may want to refer back to at a later date. Any statements, school records, policies, etc. I highly recommend getting electronic copies in the first place so you can skip the paper step.
Trash/Treasure might be memorabilia or that little thing you picked up that you’re not quite sure where it came from but you’re keeping in case it shows up as missing, but you’ve had it now for a couple of years…
Shred anything that has account numbers, social security numbers or other non-public information. It is not necessary to shred anything that has your name and address since that is a matter of public record and can be found anyway.
Once you have sorted your paperwork and shredded, recycled, filed and tossed everything in those categories, you will be left with your action items.
Store papers vertically
A long-time organizer friend describes papers as either lying down asleep or standing to attention waiting to take action. I like that analogy as it encourages you to complete actions associated with any paperwork. It also takes up less space on your desk. Utilizing file folder organizers keeps the folders vertical. File cabinets or file boxes are a very efficient way to store papers vertically, but I do recommend using hanging folders to store related categories together and keep the folders from sliding under each other. As much as possible, reduce the amount of paperwork you keep by scanning documents. And for goodness’ sake, don’t print anything that you don’t have to!
Develop a prioritization system
If you have a backlog of action items, it’s best to develop a prioritization system to manage them. Use a combination of due dates and level of importance to decide what to tackle first. Your system can be very simple (do the item in front first) or more complicated depending on the volume of paperwork you need to complete. Here are some ideas for your system in increasing complexity:
- Do what’s in front first
- 3 folder system – Folder #1 for hot/red/do now items, folder #2 for warm/orange/do soon items, folder #3 for cold/blue/do someday items
- 8 folder system – time based. Decide which day of the week you will be doing which items and drop them into the corresponding day of the week. The 8th folder is for anything that is not being done this week.
- Keep a running list, inventory style. A numbered concertina file is best for this with a list of which slot each action item is in.
- Tickler file. A system of 43 folders, one for each day of the month and one for each month. Decide when you will be doing the action and drop it into the corresponding day/month. This requires diligent action be taken each day to complete the tasks allocated for that day.
The more complicated a system, the more time it will take to maintain it unless you stay on top of it.
I hope these tips help you organize your desk by managing paperwork effectively. Next time, we’ll discuss common types of paperwork and how to deal with them efficiently.