Organizing Clutter from Paper in Your Office Organizing Clutter from Paper in Your Office
By organising clutter, time spent searching for paperwork is reduced and your place of work becomes a pleasure and a productive place to spend time in.
Step One - Clear Your Desk
Remove all paper work from the desk at which you work from, the only items which should take their place on this surface should be your computer, telephone, pens etc. Stop perceiving the desk as another storage surface and keep it clear at all times.
Step Two - Install A Paper Disposal System
If you place a paper shredding machine and a paper recycling bin in your office, you immediately minimise clutter. Paper work will automatically be categorised into one of your filing trays, confidential matter for shredding or recycling. It is useful to remember that paperwork should fall into one of three categories; for action, for shredding or for re-use.
Step Three - Create Storage Space
By erecting shelving in your office, or stand alone storage devices with labels, clutter is eliminated. The use of file boxes is a good choice as paperwork is hidden from sight and creates a streamline, aesthetic to your office. By colour coding your filing boxes or folders, you can instantly identify categories of paperwork, for instance, red folders would contain financial information and blue to identify human resource information.
Step Four - Archiving
Your intent is to organise clutter and to ensure that your office does not become wall to wall filing boxes or folders and as such it is important to use an archive system. Archiving is the process of removing outdated paperwork from your working area, to a safe storage area, with the purpose of keeping for a set period of time, but not needed on a regular basis. A good example of this would be financial data which should be kept for 5 years in case it is needed.
Step Five - Regular Purging Sessions
Make an entry in your diary to regularly look at a certain folder within your filing system. By simply spending ten minutes a week looking at the contents, your filing system is sure to stay clutter free. If this is adhered to, your office is guaranteed to stay free of excess paper.
Step Six - Categorise
When creating a filing system it is wise to remember that categories are helpful. Whatever method you chose to file with, for example, by date or alphabetically, stick to it and file it in the correct place. Stay away from the infamous “miscellaneous” category which is really just a decoy for the “can’t be bothered to file it where it should be” item.
Step Seven - Reduce The Volume Of Incoming Paper
Companies who consistently send mail to your office, whether it is junk mail or unwanted mail, which equates to the same thing, can be stopped. By either telephoning or sending a standard letter requesting an end to the correspondence, the goal is to organize clutter before it becomes an inconvenience.