Getting your office organized can seem like an overwhelming task. Particularly if a significant amount of paper or clutter has accumulated over weeks, months or years. Employ these four strategies to significantly improve the productivity of your office clean-out session.
- Use a timer… Often organizing tasks aren’t started because “there’s not enough time”. Set a timer for just 15 minutes and you’ll be surprised at how much you are able to get done. Using a timer allows you to avoid watching the clock –something we tend to do it’s a task you don’t enjoy – like cleaning out files. You can focus on even the most unpleasant tasks if you know it’s only for 15 minutes
- Be focused… Like a laser beam. This is a good tip to keep in mind when you are using the timer. For whatever period of time you’ve set aside, don’t let anything distract you. Keep a pen and paper handy so that if you are reminded of something you need to do or a call you need to make, you can write yourself a note to do it later rather than disrupt your organizing effort. Let the answering machine or voice mail take your calls, and ban interruptions for that brief period of time
- Don’t leave the area… While organizing, if you find something that belongs in another area, don’t take it there at that moment. Leave it outside the door of the area you’re working in and take it to its proper place at the end of your organizing session. If you leave the office to put the item away, chances are you’ll get distracted along the way and plunge into another project. An hour later you’ll be out of time and you’ll be no further along in your organizing effort
- Have supplies handy… To avoid distractions and stay in the area you are organizing, you need to have all the organizing supplies you need at the outset. You may need file boxes, file folders, sticky notes, markers, packing tape, trash bags, paperclips, and labels or a label maker. Think the process through and gather your supplies before you start
Though many people say they simply don't have time to spend clearing out their workspace, I don't buy it. The truth is that the payoff in reduced stress and increased productivity far outweighs the time spent on the task.
Mary Kutheis (kooth-ice) works with individuals, organizations, and businesses who want to be better organized in the workplace so they can be more focused, productive, and profitable. Through seminars and one-on-one work, Mary delivers real-life solutions to people who are buried in paper and e-mail and overwhelmed by "to do" lists. Visit http://openspaces4me.com for free tips, articles and other workplace productivity resources.
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