Disorganization costs everyone valuable time and money. According to the Wall Street Journal, the average individual wastes six weeks per year (or one hour per day) searching for MISSING information in messy desks and files. Time wasted as a result of disorganization DETRACTS from your ability to focus on what’s important in life. If piles of paper are ruining your productivity, it is time to get organized! The key is to set up your desk to effectively manage the paper flow, tackle the existing piles of paper, create a simple filing system, and maintain this system going forward.
You are probably wondering where to begin. Before tackling the existing piles, create a WORKSPACE that will enable effective paper flow and maximize your productivity. This will assist you during the sorting process and allow you to start using the new system immediately. Here are some steps to follow:
DEALING WITH THE PILES
Once you have created the right environment, it is time to tackle your current BACKLOG of paper. First, find a spot where you can spread out for the duration of this project. Start at the top of the first pile, handling each piece of paper, and make a DECISION before moving on. You want to ask yourself the following questions:
STEMMING THE TIDE
As you sort through the piles, examine WHERE all of this paper is coming from. See if you can identify any unnecessary sources to REDUCE the amount of paper that enters your office (e.g. cancel a subscription, educate coworkers if an electronic copy is sufficient or if you don’t need personal copies).
YOUR FILING SYSTEM
Once you have completed the sorting process, you will likely have a stack of papers in your To File tray. You want to create a file system that makes SENSE to you –- there is no cookie-cutter solution that works for everyone. The objective of the file system is to store documents in a manner that makes it easy to FIND what you are looking for when you need it. Here are some guidelines to help you create a simple filing system that will enable you to find any paper you need without wasting time searching for it.
No matter how superior the system is that is put in place, you must have a desire to MAINTAIN it. The paper is not going to disappear. The best way to sustain your results is to schedule uninterrupted maintenance time on your calendar to manage the paper.
PUTTING IT ALL TOGETHER
The key to successful paper flow management in your workspace is having one CENTRAL location where all paper enters your office for your review (inbox) -- and then, through careful analysis, decide and DIRECT the paper to the appropriate destination. Either toss it or assign it to an action file. With this system in place you will never again lose sight of critical to-dos, important documents and urgent meetings.
Organized Office Solutions is a professional organizing firm dedicated to providing nonjudgmental and confidential services to business clients. We offer seminars, workshops, hands-on organizing and virtual organizing (anywhere in the world!) to help you manage your time, space and information. For more information, visit our website at www.OrganizedOfficeSolutions.com or contact us at [email protected] or (248)726-7096.
Would you like to reprint this article in your publication -- or distribute it to a wider audience? Click here for reprinting instructions.
Want to receive these kind of articles via e-mail each month? Sign up for a free newsletter subscription.
Click here to return to "Get Organized" -- September 2005...
www.OnlineOrganizing.com is a service mark of Bradford, LLC.
To see what people are saying about www.OnlineOrganizing.com, check out our visitor comments.