In March of this year, I found that my office surpassed “ineffective and cluttered” to the max. I was experiencing enough pain to make change happen! It was time to stop and organize the office for efficiency instead of “hunting” for lost items and wasting precious time.

I was uncertain where to start so I began with researching tips and strategies. Although there were many methods, below are the ones I used and made a few of my own!

 

Strategy 1: Move “Out” the Disorder

1. Define categories for sorting. I chose to use the 4D1F method I talk about in the Learning Alliances “Time Management” workshop. This is the step that is all about stacks. Enjoy it ” because it will be the last time!

• Do what needs to be done (if it can take less than 5 minutes)
• Delegate it to someone else who can do it better, faster; so you can focus on your business responsibilities
• Deliver it where it goes; not on a “stack.”
• Destroy it (trash or shred)
• Follow-up system
  i. Date priority
  ii. Alpha order
  iii. Other:

Tip: If it does not fit in any of these categories it goes into give-away pile!

Tip: If you think you may use it, you may hold on to it for 30 days after office cleanup. No use ” give away ” no exceptions!!

Tip: I called a friend who is a strong organizer and who would not judge me in spite of my collections! (We had a few remarks in jest ” but no judging!) Set a date and be prepared to be anxious about this event to begin! (This can be a motivator to start before your “organizer” comes over.)

2. * Remove all content from the work area including books, magazines, all reading materials, paper, office supplies, work tools: you get the picture.

• As one person is “pulling” from the office, another is sorting for:
  – Keep
  – Give away
  – Move to specific area (not remaining on bookshelf)
  – Toss

Tip: Put books for give away into cloth recycle bags so you don’t load too heavy.

Tip: Repeat sorting by addressing specific sections of the office until you can see the desk top, work areas, and even the floor are back to being functional!

3. Repeat steps 1 and 2 for all media, binders, files, knick-knacks ” Everything!

When you finish “pulling and sorting”, expect to have a lot of trash; a lot of “this will not go back in the office stuff.” I had 6 bags of trash!! A large automobile trunk and part of the backseat with give away items.

Note: I found for me that this was a good time to move out the items not returning to the office. Trash items were moved to the trash area and out of sight. The give away items were put in bags and moved to the easiest place for moving out. Again, get it out of sight and out of the way!

Strategy 2: Refocusing The Office

1. Before moving items back into the office, consider what you use the most, the least and where you need things to be for easy access.
2. Assign a place for things to go. Items used more often needs to be closer to you. Work from “closest to you” and then “outward into the workspace. Assign the place and then put those items there.
3. Scan and digitally store as much as possible. Keep files organized with what you need ” if someone else has it, it’s available on your network or server. Don’t keep multiple copies elsewhere.
4. Use technology to help you stay organized and unencumbered, (i.e. Outlook calendar, task list, contacts, etc.)
5. Keep something on your desk that makes you smile or laugh.

Strategy 3: Maintaining The “Order”

1. Always put things back where they belong. “Stacking” is no longer an option. An alternative allows small stacks as long as they are put away multiple times within the day. However, stay away from this as much as possible. It’s like an addict; we cannot stop at just a small list:
2. Prioritize your work/get it assigned so you maintain progress.
3. At the end of the day, take 10-15 minutes (no more) to put things away. Review what you accomplished. “Close the Office”.
4. Look at what’s on your agenda for tomorrow.
5. Take 10-15 minutes at the beginning of the day to set up your day and get organized.

Organizing your office takes time, discipline and thought. It takes a conscious effort to keep it efficiently and effectively organized daily. * Without my organizing buddy, I would not have made the progress. In fact, I was so overwhelmed to begin with, I’m not sure I would have started. It would have been easier to move my office and start over!

Today, the office remains organized. There are some times that I do get behind and that’s the work I finish up on Friday or Saturday before moving on. Once an area gets organized, and you know the work it has taken, you don’t want to go back. The endorphins kick in for more organization:and it becomes a more effective and even exciting way to work and live. I remember my first three weeks without having to spend time “looking” for something! What a great use of time! Now, I don’t know how long it has been! (Except my mobile phone ” still working on that one!)