March, 2010 – Organized Desk, Clear Mind

Ultimate Productivity

Organized Desk, Clear Mind

By Claudine Motto

Many people see an organized desk as a luxury, as something they can get around to doing when and if they have time.  Yet a clean, streamlined desk is part of achieving a clean, streamlined mind.  You may be able to function working on a desk that’s covered with piles of paper and other “stuff,” but be certain you’re not functioning at 100% capacity.

A sure path to an organized desk (an organized anything, actually) is to simplify, and to think function before beauty (although many times you can combine both).  Here are several key things you can do to create an effective workspace.

• Forget what “should” go on a desk.  If you don’t use a stapler or scotch tape daily, move them out of your way.  Identify your everyday necessities and keep only those on your desk.

• Pay attention to what you get up for.  You may have arranged

  

  your office so that it looks nice, but if you have to get up to reach for a particular item every day, it’s more important to move it closer to you so that you don’t break your focus every time you have to use it.

• Access your “now/current” work and files without rummaging through piles.  A step sorter works well to keep active and pending files in view, and organized.

• Get future work and projects off your valuable “now” workspace.  A tickler file (43 folders labeled January-December and 1-31 for the days of the month) can hold future work or items that you don’t yet need to deal with or have access to.  Current project files are best kept close, but off your desk, either in a drawer, or in a portable project box.

• Use your walls.  Especially in small spaces, using your vertical space is key.  Shelves can store everything from electronics like your router to magazine holders and manuals.  And attractive boxes can hold loose receipts and extra printer paper.

• Don’t hoard office supplies.  Assign an easily accessible desk drawer for the supplies you use daily, and keep only what you need.  Store the rest elsewhere.

• Get equipment that multi-tasks.  Replace outdated or faulty equipment with multi-purpose equipment, such as a printer/fax machine.  It will take up less space and most of these newer models consume less energy.

• Investigate your sticky notes (and other random pieces of paper) – gather them all and put them into piles according to what they are: reminders, to do’s, phone messages, etc.  These are the items that need a central home. 

Electronic is the only way to go for reminders for things that you must do on a specific day and time, since you can’t set an alarm on paper and sticky notes.  Any method where you can set an alarm can work well (like Outlook). 

Although electronic is usually more efficient (you can back it up, search, cut and paste instead of rewriting) for to-do’s, phone messages, and even client notes, paper and pen can work if that’s what you prefer.  Designate a notebook as your “Phone Log” (which can hold both messages you need to return and client notes) and a planner for your daily task list and to do’s that come up throughout the day.

• Reassess your workspace as a whole to see what no longer fits.  You may have set up your office to support meeting with clients, when perhaps you’re now working virtually only. So take away that business card holder and put that extra chair somewhere else.

Or perhaps your drawers are full of organizing tools, paper planners, and other “attempts” at getting organized, because you think you might want to use them some day.  Stop holding on to them, clear out those drawers, and make room based on how you work now. 

Make it a priority to organize your desk in a way that supports how you work – an environment that looks and feels “in control” is the foundation for helping you create the same in your workday.

2010 Claudine Motto, All Rights Reserved. 

Productivity Coach and Professional Organizer Claudine Motto helps home office geniuses, entrepreneurs, and independent professionals get organized and in control of their workload so they can reach their goals with less struggle and less stress. She offers one-on-one coaching and group training programs – please visit http://www.vistalnorte.com or call 561-641-9500 for more information, to sign up for her monthly newsletter, or to schedule a complimentary 20-minute consultation.