If Your Want To Improve Your Productivity – Declutter Your Office

Your office is a place for you to think, be productive and get your creative juices flowing.  In order for you to do your best work you need a clutter free area in which to work.  An organized, decluttered office saves you time by not having to look through clutter to find the information you need.  An organized office is a way to make a good first impression.  It is common knowledge that people judge you by the way you present yourself.  Declutter your office and people will take you seriously.

Before you begin to declutter your office make a layout of the room and a list of everything that you have and need in your office.  Your goal for this project will be to keep everything that you need to make your office work efficiently and get rid of everything that you don’t need.  The following are things you should consider:

  • As you go through your office make three piles.
    • Pile one is for things you need.
    • Pile two is for things you want to discard.
    • Pile three is for things you want to keep but not in your office.
  • You should discard those things you want out of your office as quickly as possible.  Once you do this you create more room for those things you want to keep within your office.
  • Organize your filing cabinets so that you can easily find what you are looking for.
    • Use colored folders and labels for your files.
    • Discard papers that you don’t need.
    • Have a special file for papers that need to be stored long term.  Having a special long term storage system allows you to keep the records you need without cluttering up your everyday files.
  • Ask yourself: What will my traffic flow be like within my office?  Is there a clear path between my office furniture and my desk?  How easy is it to get from my desk to my filing cabinets?  Is there a clear path from the entrance of the room to my desk?
  • How well is your office space configured?  Is your desk the appropriate size for the room?  If not is it tool large or too small?  If your desk is tool large it may make your office feel cramped.  If your desk is small here is a tip that can give you more work space?
    • Tip – Place a table or filing cabinet next to your desk to give you added space.   However; don’t just place any table or filing cabinet.  Find one that is the same height and the same color as your desk.
  • Proper furniture is a must for holding all of your office essentials like a computer, printer, fax machine, phone, etc.  If you are able to give these items a separate space you will be able to gain additional work space for yourself.
    • Example – If you have a printer or multifunction workstation (printer, copier, scanner, fax) find a way to keep it off your desk.  A workstation stand may need to be purchased.  If you have placed a table or file cabinet next to your desk this may be a good place for this equipment.  This stand may also provide you with storage space for accessories such as printer paper.
  • Where do you store your files, books and magazines?  If you do not have enough shelf space you may want to invest in some more.  Magazines have a tendency to pile up.  Once you read a magazine if there is an article you want to keep clip it out, put it in a binder and throw the rest of the magazine away.
  • Your desk is where you will be spending most of your time when you are in your office so it is important you locate your desk where it is easily accessible to all your office equipment.
    • If you are constantly going in and out of your file cabinet you will want to make sure you have easy access from your desk.  One solution to constantly getting up and down from your chair is to place the filing cabinet directly behind your desk.  If this is not possible look at placing your filing cabinet along side your desk.  In either case, create a clear path from your desk to your filing cabinet so you can roll your chair back and forth alleviating the need to constantly get up and down.
    • Do the same with your other equipment.  Create direct paths from your desk to the equipment so you can roll your chair without having to constantly get out of your chair.

If you are like most people your desk becomes a magnet for clutter.  Since it is easy for your desk to become cluttered and unorganized, here are some of the things that can be done to keep your desk clean?

  • Desktop papers create the greatest amount of clutter.  Paper organization is the key to creating an uncluttered desktop.
    • You can get rid of stacks of paper by placing them in file folders on your desk.  Label all of these folders so you know exactly where everything goes.
    • Step holders keep your files organized and easily accessible.  Stacking trays are another option that you can use to save space and keep your papers organized.
    • Open your mail as soon as you get it.  Place your mail into four categories:  “To Do”, “To Pay”, “To File”, “To Trash”.  Don’t let your “To Do” and “To File” categories pile up.  Use this three step process with every piece of paper you touch:  “Act on it”, “File it”, “Throw it away”.  If you do this you will keep your paper clutter to a minimum.
  • Desk drawers are another area where clutter gathers.  Use trays, dividers and drawer organizers to help keep your desk drawers orderly.  You can purchase these at any office supply store or chain retailer if you need to.

Once your office is well organized, it really is simple to keep it that way.  At the end of the day spend five to ten minutes putting things away.  This is a simple way to guard against things getting out-of-control once again.