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Some people can’t escape clutter, no matter how hard they try. Despite their best efforts, stacks of papers and other items are ever-present at home and at work. What are the worst clutter culprits you face and how can you keep them under control? With everyone so busy in today’s offices, is a little messiness acceptable if you’re getting the job done?
Why controlling clutter is important in today’s environment
Some say a messy desk is the sign of a great mind. But even the brightest minds would probably agree that it’s hard to be productive when disorganization prevails. Paper is a huge culprit — and perhaps the most visible one — but it’s not the only contributor to clutter. Anything that wastes time, drains productivity or takes away from your key priorities at work also qualifies. Consider the following and how they impact you:
In addition to these points, think about the materials you used to get your last job or promotion. Outdated resumes and reference lists can be clutter too — unless you put them to good use as the basis for creating new materials.
Why controlling clutter is important in today’s environment:
Consider the reasons:
· Most workplaces operate “leaner and meaner” compared to just a few years ago. The pace of business continues to increase, and employees face more deadlines and deliverables than ever before. Your ability to locate items and act quickly is critical — time spent looking for buried files is time that could be spent on the projects themselves.
· Businesses continue to use project teams to accomplish goals and cross-train employees to handle each other’s responsibilities. If you’re out of the office — either for a planned or unexpected absence — your files need to be organized so that others can find them and take action in your place.
· Image is important. Sure, your manager’s desk may be messier than yours. But you never know who else might be strolling by your work area. Its condition could contribute to someone’s first impression of you – and that someone could be your next boss, colleague or direct report.
· You are the central point of organization for the executives or employees you support. As a project coordinator, budget tracker, meeting planner and schedule manager, people look to you as the standard for impeccable organizational — and clutter-control — skills.
· Your abilities to manage clutter enhance your job performance — creating and maintaining an organized workspace means you can be more efficient in your daily responsibilities.
Your challenge: Reduce clutter
Here are four steps that can help you tame even the most out-of-control clutter:
· Look at your workspace from an outsider’s perspective — Pretend you’re an executive, a client, a job candidate or someone else seeing your desk for the first time. What’s your first impression? If you have trouble being objective, ask a colleague whom you know will give you an honest answer. This will give you an idea of how much work is in front of you.
· Break it in pieces — Taking a full workday to attack an office mess is not only unrealistic for most professionals, it’s also an exhausting proposition. Instead, make a list of what needs to be done, prioritize it and carve out 15 minutes a day for your activities. For instance, you may start by cleaning up old e-mail files, then attack your filing cabinet, then your Rolodex and so on.
· Take note of the big picture — Once you’ve organized your work area, don’t stop! Look at other areas that could benefit from a thorough spring cleaning. Take a look inside your briefcase (or purse), your computer desktop, even the trunk of your car. Being organized in several areas will help you in the long run.
· Find your last resume and update it — You may be very happy in your current role or have no intentions of changing jobs in an uncertain market. Still, find and update your resume. At the very least it will help you in your next performance review. And at the most, you’ll be prepared if you find yourself in the job market unexpectedly.
· Track your time — Keep a daily log of how you spend your hours at work. After a couple of weeks, review the log and answer the following questions: What projects are taking the most time? What distractions are the most disruptive to your concentration? During which times of the day do you accomplish the most critical tasks? Your answers to these questions will help you plan your days more effectively.
You’ll increase your success in reducing clutter if you set completion dates for the steps above and list the results of your activities. And don’t forget recognition. Think carefully about how you’ll reward yourself when you complete a goal — this can help motivate you.
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