by Jennifer Swanson
In Part 1, you learned how to get started on your office organizing project. If you’ve committed time to do it, and you have a good idea of what to keep and what to toss, you’re ready for the fun part!
The third step is to arrange—to create a consistent place for everything. Once you’ve done the work of sorting, keep it organized by using drawer dividers (even kitchen cutlery trays and baby wipes containers do a good job of this), magazine holders, small baskets, and mugs.
Consider ergonomics. Are you right- or left-handed? This can make a big difference in where to place your phone, message pads, frequently-used files, etc. Also, position furniture where it’s easy for you to access what you need most frequently. If you share files with others, put that file cabinet close to the door so they don’t have to interrupt you to get what they need.
Invest in reinforced file folders (2-ply tabs) to organize your paperwork. These are much more durable than the single-ply tabs, and they tend to reduce paper cuts. Incorporate purposeful color coding only after getting your file system figured out. Otherwise it’s just another procrastination tool—and you risk having to redo it if you add color too soon. If you have phone books or office supply catalogs that you don’t use every day, store them in a file drawer by draping each one over a hanging file folder.
For everyday projects and reference materials, create a desktop file system using a small file box or step rack. Assign specific places for items going back and forth between you and others. If stacking trays take up too much desk space, try wall-mounted pockets (“If the space is small, use the wall”). Assign one slot for each person or project.
A good way to add space is to use a free-standing or desktop printer stand for your printer and/or fax machine. This gives you storage underneath for paper, letterhead, cover sheets, etc.
The fourth step is to label. Your labels are your gatekeepers. They keep in what belongs in, and they keep out what doesn’t belong there. Labels help keep you accountable in your own space by making you think twice before stashing things where they don’t belong. They also reduce the chances of someone else putting something where you won’t find it.
The fifth step—the key to staying organized—is to maintain the system. Allow time at the beginning of the day to plan your work, and at the end of the day to make peace with your checklist. Put everything away so you can return in the morning to an uncluttered workspace.
While you’re at it, add some life to the place. I like Pothos plants (also called variegated philodendron) because they can grow just about anywhere. Choose a few meaningful personal photos and mementos, and give them enough space so you can appreciate them.
Gandhi once said, “There is more to life than increasing its speed.” The point of getting organized is not to increase your workload (you probably have plenty already). The point is to be more efficient so you can take your full lunch break, get home in time for dinner, relax on the weekends, and focus on what—and who—is most important to you.
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