Workspace makeover
Mess is not a good look in the workplace
Do the same with your computer
Five steps to greater productivity & self respect
Is your workspace so untidy there could be a family of cockroaches in residence without you knowing? Are you constantly wading through piles of paper looking for memos or documents? Have all your pens lost their lids? Does your keyboard wear bits of last week’s lunch? Last year’s lattes? Can’t remember what colour the desktop is? Are the drawers full of postit notes you can’t bear to throw away just in case they’re important?
But a busy desk means a busy mind, you say. You’re way too important to bother with such frivolities as office housework. You know where everything is. Tidy desks are for anal retentives and lesser mortals with too much time on their hands.
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According to Odette Pollar, president of Time Management Systems, a California-based management training consulting firm, a messy workspace shows a lack of self-respect and gives the impression that you don't know what you're doing.
Re-organising takes time and effort, but it’s worth every second, especially if you want to achieve a better work-life balance and also show your colleagues how sorted and efficient you are.
After the initial clean-up, which could take days, depending on how chaotic it is right now, keeping your workspace in order takes just a few minutes each day but you get a good return on your investment:
For one thing, you’ll find stuff easily and quickly. You'll also be more productive and less anxious. Your boss, co-workers and clients will see that you are organised, efficient and capable. And, when faced with a neat and attractive workspace each day, you'll feel better and be able to focus faster.
There are just 5 easy steps to a clear desk and a clear mind:
1. Compartmentalise: Arrange your work area so that the telephone, note pads, pens, pencils and appointment book are at your fingertips
2. De-clutter: Limit the amount of items on your desk. Only keep current files at hand. Put others in a Desktop File Box. Prevent little scraps of paper from piling up by noting deadlines, phone messages, reminders and appointments in your personal organiser or notebook, using a page for each day
3. Categorise: Categorise files into two categories: active and inactive. Keep active files accessible and store inactive files in a labeled storage box.
4. Make efficient use of space: Try using the often-wasted space behind the door or vertically on your desk. Use wall-mounted shelves to hold file folders, desk accessories, magazines or other items
5. Minimise: Reduce the number of times a document is read by immediately filing, discarding or placing the items in a 'to do' file. Making this a part of your daily routine cuts the amount of paperwork on your desk
Remember, organising your desk is not only a one-time activity. At day’s end, take 5 minutes to deal with paper mountains. Once you make a habit of cleaning your desk before you go home, it will become second nature.
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If your computer is a digital version of your desk, apply some of the same principles to how it's set up. Establish a naming system for each file (topic and date, company, addressee - whatever works for you). Have clear filing systems set up and make sure you stick to them. Move files around to set things up and most important of all - regularly back your work up onto an external drive, USB stick or CD.
Being organised is essential for being successful in any job. So get a grip on the chaos today.
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