Some people love organization. It comes naturally to them. They wield inboxes, date books and file folders as if they were born with labelers in their hands. If you’re that kind of person, this article isn’t for you–unless you want to slap it up on your cube-mate’s wall. No, this piece is intended for people who haven’t seen the top of their desk since the day after they hired in. Fifteen years ago.
If you’re one of those people, you know how an organized work space could help you. You realize you waste countless hours looking for things that “ought to be here somewhere,” privately fretting that you’ve accidentally thrown them away. You’re aware that an organized office leads to increased productivity, your boss’s confidence–and even promotions. And it’s not like you haven’t tried. It’s just that, no matter which system you implement, or how good your intentions, within a week or two, you’re back to the same old clutter. You may, of course, have a break-through one day. You may become just like all the neat people surrounding you, who effortlessly put things in order and…keep them there. Until then, however, here are some tips to help you maintain some control over your work areas.
1. Be Excited
Imagine how thrilled you would be if you could redecorate your home just the way you want it. Now look at your latest desk organization effort as redecorating, but on a much smaller scale. Obviously, you’re going to do a lot of sorting, some tossing, dusting (air compressors!), and unearthing dubious treasures from the recesses of your desk. This may seem like drudgery. Reward yourself by purchasing office supplies that fit your personal style, and imagine how you’ll feel once the organization project is done.
2. Be Thorough
Before you can decorate, however, you have to clear the space. You’re probably not going to be able to accomplish this during an ordinary work day; arrange a time to come in early, stay late, or even take a weekend to clean up your area. Here’s what you’ll need to do:
- Clear out any trash which has accumulated, including old coffee mugs, condiment packets, coupons, and menus. Designate a small area in your drawers for emergency toiletries, but keep these to a minimum. You really won’t need to treat the entire office. If you’re a packrat, remind yourself that you will always be able to replace an item when it’s gone. Return anything you’ve borrowed, and take most of your personal items back home.
- Sort through your papers. File everything you don’t need for your current projects. Throw away papers you’ll never need again, such as memos from old meetings, outdated contacts lists, old supply catalogs and journals, and anything you thought you might need six months ago, but have yet to look at. If you’re nervous about throwing something out, put it in a file and ask a colleague’s opinion. You can also scan a copy into your computer, put the image in a designated electronic file, and toss the original.
- Is your e-mail inbox a mess? Take advantage of the quiet to finally make those folders your program so helpfully provides. The delete key is your friend; however, if you’re not sure about dispatching a message into eternity, save it in a folder to ask a coworker about later.
- Give your work area a thorough cleaning.
3. Be Simple
One reason why your previous organization efforts failed may be that they were designed for someone else–probably someone who adores order. This time, put some thought into how you work, what you’re comfortable with, where disorder is hurting you, and what level of organization you honestly believe you’ll be able to maintain. This probably means you’ll want to keep things simple. Here are some minimal organization tools to try:
- Wall Calendar. You may forget to check your phone or an agenda-style calendar. A wall calendar is right there in front of you, all the time.
- Inbox. For everything that comes in that day. This keeps it from sticking around in a pile you never get to. You may want to have two boxes: one for items that can wait, and another for work that needs to be completed that week.
- File Folders. At the very minimum, you need folders for your current projects, and some for important correspondence and administrative items, such as expense reports. Label these clearly, and use colored folders for quick-and-easy location.
- Master Contact List. Keep this on your computer. Every time you make a new contact, enter their information, along with a brief identification note. This obviates the need for little post-its and scraps of paper.
Focus, not on making your work area neat, but functional. Large piles of paper and books are not functional, even if you think you know where everything is. By using inboxes and file folders, you are, essentially, giving your piles a name and a place to be. Your desk may still be a little cluttered, but it will be comfortably, not chaotically, so.
4. Be Yourself
Very few people enjoy working in a sterile environment. However, if you’ve filled yours with so many photos, cards, and tchotchkes that it’s hard to work around them, you should take a box or two home. Rotate items in and out for an occasional change instead. When it comes to office supplies and organizational tools, choose some that reflect your interests and personality; this will make your workspace more inviting, and you might be more inspired to use them. Don’t however, buy items you will never actually use. If you find, for example, that you’re not using that desk caddy, give it away. Don’t pressure yourself to keep a work area as spotless as your most orderly co-worker. A little clutter can be comfortable. Just make sure your workspace encourages productivity, rather than panic.
5. Be Realistic
Given the title of this subheading, you may be expecting us to let you off the hook a little, giving you permission to go back to any organizational bad habits. Sorry. Instead, we are going to disabuse you of a common notion: it’s not over.
Many of us harbor the illusion that, once we clean, organize, or otherwise improve something; we will have “arrived,” and will never have to do it again. Unfortunately, the laws of the universe are against us. Now that you’ve organized your space, you will have to do it again, and again, and again. Reserve a few minutes at the end of the day to put everything away in its drawer, box, or file and, come Friday or Monday, take the time to go through those inboxes to plan your work for the week, and clear out anything you no longer need. This may seem like a hassle at first however, hassles can soon become habits, and you’ll enjoy the benefits of a more productive work day.
Organizing your work space doesn’t require complex methods or loads of expensive containers and tools. What is does involve, however, is a realistic assessment of your work habits, the ability to accommodate your organizational style, and the will to make it work. You’ve got everything it takes!
I LOL’d when this article loaded, because my desk currently looks like the image up top!
I find that physically cleaning my environment leads to a mental cleanse; I feel better mentally organized and prepared to start working.
For me, minimalism is best — the more objects I have around me (on my physical or virtual desktop), the more likely my environment will erode into anarchy! But I certainly need SOME things around me. These include a To Do list, a clock and sketch pad.
I also like to keep my computer peripherals small and wireless (I use Apple gear). This makes them easy to move off to the side when I require extra desk space for… my feet and a large pizza box!
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Hey Sam!
I really admire and appreciate your all the 5 tips on how to organize your workspace.I think in todays busy world almost everyone is living with that kind of messy workspace and the most humorous thing is that people accept it as for granted,there minds are in such conditions to believe that workspaces should look like that.And may be the reason is busy schedule or negligence.But your all the 5 points are really very much helpful for learning first of all how to get mentally organized and after that how to apply it in real world.Thank you for sharing such a great,valuable,informative and considerable content with us.
Good Luck and God Bless!!
With Regards!
Samuel Joshua
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I cannot help but laugh. I work at home and my room is just a mess. Thank you for posting this, it has just reminded me that I should finally get around to cleaning up and start organizing. I can be very organized, it is just that I just have a lot to do and I cannot find the time to clean my mess. I will get to it this weekend!
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some says that what your workplace looks like, it mirrors your personality. It’s a good thing to keep your ideas in mind specially the “be realistic”. Stepping out of the box would be a good step to know better the other side.Let’s add up in your the thing like “be motivated and inspired”. Just keep going,
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I appreciate your ideas, now a days peoples dont think about it that how to manage workplace and work place also reflects on your personality.
Yeah, organizing is not my things, but don’t get me wrong, it’s not like i don’t know where my stuff is. I believe even the messiest person knows where things are, as long as he put them there.
So control over my work area does exist. Or so i like to tell people.
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“Focus, not on making your work area neat, but functional.” – LOL! I agree with you! Most people consider cleaning and organizing their workplace as their own motivation to be functional. But after that, they will back into their usually lazy type of person attitude. It’s pretty useless to consider organizing everything then at the end you’ll not do anything.
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A few minutes ago I’ve finished cleaning my desk, my work space hehe. It was a nightmare! I’ve been cleaning my desk for two hours, I thought I will never finish. It’s very important to be excited that you are cleaning and doing something positive and useful. Great tips! Thanks for sharing!
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Hey,
Thanks for the reminder. HAHA. I badly could relate to the image and the article. NON-stop work makes my working place out of its space. So damn not well organized. Gonna sneak for your future posts and articles.
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Thank you for sharing these tips… This is perfect for me since my workspace is full of clutter. Sigh…. Thank you for sharing…
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it is very true it helps to be organized and simple to be more effective.
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There are two kinds of disorganized desk: one that’s hopeless and results less productivity; other that seems a disorganized desk, but the owner knows exactly where things are, so he has productivity. This reminds me every time my mom used to arrange things on my desk when I was a kid and I couldn’t find anything afterwards
)
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There is a huge difference between an organized and a disorganized work place. When the work place is cluttered the worker is distracted and cannot perform at his best. There will be days when our desk will look disorganized giving an unprofessional look and even a headache but we can always clean it up.
wonderful information, I had come to know about your blog from my friend nandu , hyderabad,i have read atleast 7 posts of yours by now, and let me tell you, your website gives the best and the most interesting information. This is just the kind of information that i had been looking for, i’m already your rss reader now and i would regularly watch out for the new posts, once again hats off to you! Thanks a ton once again,
Regards,
spiritsofts
There’s order in chaos, at least that’s what i keep telling myself. Whatever i throw on the floor i like it to stay there, else i won’t be able to find it two months later.
But seriously now, too much order is a disease, we’re not built that way. Let’s just keep sane.
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In my workspace after doing such tasks, I actually clean up all the mess after I’m done doing my tasks so that right after tomorrow I am ready to work and no more mess to think about. I want everything that is in front of me are clean and organize.
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I’m very organized person, but I know someone who isn’t and should read this article. So, thank you for your tips, I’ll pass them on.
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In order to focus well on your work and do everything good, respecting deadlines and working efficiently, in my opinion organization is one of the most important things. Make and follow a schedule, that way you will know exactly what to do, when and how much, and afterwards, you will have enough time for your hobbies and for other things. I myself follow a schedule, I was a very disorganized person and it that caused me a lot of problems but recently I made a schedule and started following it, since then, everything’s wonderful and I have time for everything, I fullfill my goals and I am on the road to success, but also working is a must, obviously. Thanks for sharing!
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I have battled all my life with a desk overflowing with papers, books, folders and magazines, I think in a strange way I like it this way but part of me keeps longing for a more organized work environment.
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The blog post is worth to read. I like it that the space were I worked is neat at all time. When staff laying everwhere and I dont now where to find my staff, I rather stop working and sort it out. Thanks for the tips!!
Nice article. I wish I could say my home office was organized — but I’m trying!
I do believe in this article that once you organize everything it doesn’t mean you end there you need to keep on doing it over and over for you will be so much satisfied on the things you’ve done. I am a person who wants an organize work but there are times that I cannot achieve my goals but whenever it happened I am very aware that I already need to organize my stuff for me will have a good work flow.
The most important thing to consider would be, be realistic and be YOURSELF. It’s really good to work when your work station is well organized but sometimes files are everywhere…you get too busy to fix things up,not noticing you’ve made a mess already. Take time to relax and think things over. As said, the workstation reflects the personality of the person who is working on it.
Hi
Work space organization is very successful because it works regularly. Thanks for share this such a useful information.
thanks,
I’m not much of an organized guy and I worked out just fine until now. I’ll make a test though: I’ll follow your advice and see if I get more efficiency and it is worthwhile the effort.
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This definitely spiked my interest since I just started a new job with a desk and workspace and I look at my home office and it looks totally different. At my office I have less space to work with and I have others that see my work space so I find myself cleaning up a little more than at home. Great article, thanks.
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I used to maintain my workplace because too many stuffs placed anywhere can totally make my life crazy. So designing my own work place and organizing every stuff place on it are two of the most important things that I used to do. Anyway, a great place means a better way for me to start working in a good mood all through out the day.
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