What does your office look like today? Are papers of all kinds strewn everywhere, or is everything neatly arranged in its place? Empty cans or cake wrappers littering your workspace? Think of all the problems a messy office can cause. Paying your bills late, not being able to find the important papers you need to file your tax returns – all this clutter can be very stressful. Take the time you need to create a clutter-free, clean and efficient workspace. Then you’ll only need a few minutes a day to keep your desk clear.

To do this, we’ll apply the method we saw in ZTD (Zen to Done) Habit – Process.

DECLUTTER YOUR OFFICE IN 3 STEPS

1) Start by collecting all the papers on your desk and putting them in a letter tray. Next, do the same with all the objects and put them in a fairly large cardboard box.

2) Proceed from top to bottom, for both objects and papers. Don’t start sorting everything! Take a document and deal with it by making a quick decision: I throw away, I delegate, I file, I do, I plan. You know the drill by now! Do it if it takes less than 2 minutes. If it takes longer than 2 minutes and you can’t throw it away, delegate it or file it, put it on a to-do list for later.

You could, for example, create an “Action” folder, divided into 3 categories “To pay”, “To read”, “To do”, in which you would file all documents awaiting action. If a document is associated with an item on your to-do list, you can keep it in the “Action” folder. But you’ll need to purge this folder regularly, daily or weekly, to ensure that everything is done.

Throw everything away unless you have a good reason not to. If a document requires action, if it contains vital information, if you can’t easily get it elsewhere in case you need it, if you’re legally obliged to keep it, keep it. Otherwise, throw it out!

3) Set aside time each day to deal with the build-up. Do this at least once a day. Ideally, you should tidy your desk at the end of the day after work, but some people tend to do it throughout the day. Once you’ve tidied up, your desk is clean. You’ve discarded, sorted and put everything in its place, not on top of the cupboard or stashed in a drawer… Continue in the same way, applying the steps listed above. Put everything in your letter tray, then take the appropriate action for each document.

It’s as simple as that. Come across a phone number on a post-it note? Don’t leave it lying around on your desk. Write it down in your phone book or contact software. Find a document you need for your work? Don’t leave all those papers lying around on your desk. Put them on your to-do list and file them in your “Action” folder. Discard, delegate or file everything else.

Leaving clutter on your desk is typical procrastination. If you put off tidying up, things are bound to pile up. Deal with them immediately, make a decision and take action.

What I’ve just described is a good habit to get into, but it takes time for it to become ingrained in your lifestyle. You won’t be perfect and you won’t do it every time. But just think about it, then do it. Soon, it’ll be a habit you’ll find hard to break. And believe me, once you get used to having a neat, tidy desk, you won’t let things pile up.

Do the same for objects. Pens, cd’s, dvd’s, office supplies, punches, printer paper, ink cartridges, scissors, etc. Throw everything away or put it in its place.

TIPS FOR KEEPING YOUR DESK CLEAR
Here are a few more tips and tricks to help you keep your workspace clear, clean, uncluttered and therefore conducive to efficient working.

1) Don’t use post-its to remember everything and anything. They’re easy to lose and look really ugly around a computer screen. Instead, use your little notebook – you know, the one that’s always with you from now on.

2) Throw away your printouts. Once you’ve printed a file and completed the action associated with it, throw the printout away. You’ve got a copy on your computer or on the Internet anyway, so there’s no need to leave it lying around on your desk.

3) Keep blank folders and a labeller handy. If you don’t file your documents directly, it may be because you find it tedious to start looking for a blank folder, find the labeller and label the folder in question. Rest assured, this is perfectly normal. The more you have to do to accomplish a task, the less motivated you’ll be to do it. So, with a stack of blank files and a labeller at hand, you’ll have no more excuses…

4) Keep your desk clear. Plan a time in your diary to clear your desk at the end of the day. After 3 or 4 weeks, the habit will be well established.

5) Sort out your felt-tips, pens, markers, etc. You don’t need 36 ballpoint pens. Sort them all out, throw away the ones that don’t write very well any more, the ones that have lost their caps, and keep 2 or 3 on your desk.

6) Say no to those free accessories you get at conferences and events.I know, it’s hard… Avoid taking them because they’re free. I’m talking about cheap pens, stickers, free magazines, brochures, advertisements, postcards and anything else that will end up cluttering up your desk.

7) Don’t eat in front of your computer. Swallowing your sandwich between screen and keyboard is a big mistake… as part of a healthy diet, but also if you want to keep your desk clean. Not only is it necessary to take a short break to eat, but if you eat at your desk, you’ll be generating garbage such as paper bags, cups, cake wrappers, fruit peelings, crumbs in your keyboard, and so on. I’ve even spilled my cup of hot chocolate on my desk, and it’s all dripped into my drawers… A pain to clean up!

8) Limit the photos on your desk. Pretty photos with family and friends remind us of what’s important to us. But don’t have more than 2 or 3, or you’ll be distracted too quickly.

Do you have other ideas for keeping your desk tidy? Share them in the comments.