Small Business Tip of the Week
Give Your Desk a Make-Over
By: Brita Balone, President of pare it down, inc
Let’s start with why desks get messy. The top three reasons are:
1. You don’t have a good filing system in place to manage the mail, bills, email print outs and paper that comes across your desk.
2. You leave slips of paper, to-dos, business cards and other miscellaneous items on your desk because you don’t know what to do with them.
3. You think if you can’t see it you’ll forget where it is so it’s better to have everything out where you ‘find’ it.
Now that we know why desks get messy, let’s talk about how to clear them up. First, a filing system if very important. I highly recommend the Freedom Filer system (see coupon below). The reason I like Freedom Filer is that it is a self-purging system so you know when to shred or throw away documents that are outdated. A good filing system is going to keep you on track when you let paper piles build up (it always happens). You should be able to file your papers in a few minutes if you have a good file system.
Second, manage your mail. You’ve heard me say this before: toss the junk mail (shred it if it has your name and address on it), open your mail at least once every couple of days, respond to requests and bills immediately, then file. On average, mail should be managed in 5 - 10 minutes each day.
Third, set up a task accomplishment system. Some people like electronic do-to lists, others like paper. Whatever system you use…stick to it. I encourage clients to have a pending file or to-do file. When you get something like a wedding invitation or party invite that has an RSVP on it, put the task on your calendar and the invitation in your pending file. That way, the item is off your desk and the task in on your calendar to follow up on. This system works for all those to-dos and sticky notes too. The key to using a task accomplishment system is to review it at least three times week.
Fourth, be picky about what you print out. The more you print, the more paper clutter you will have to file, shred, recycle, etc. If you found a recipe you like or an article you want to read, bookmark it under your ‘Favorites’ on your internet explorer bar.
Fifth, if at all possible keep your mail, contacts and calendar in one spot. If you try to manage multiple calendars, (i.e.) personal calendar, work calendar and family calendar, you will have scheduling and time management issues. Also, if you try to open your mail in the car or catch up on it outside the office, you’re more likely to lose important items and not follow through with paying bills on time. Simplify your life and keep your mail, contacts and calendar in one spot in your office.
Finally, if you create a good office system there should only be one place for each item. For example, your bills should always go in the same spot, your receipts always go in the same spot, etc. This will reduce the need to ’see’ your items. If they are always put in the same place, you’ll develop the habit of putting things away AND knowing where to find them later on.
Remember, a messy desk makes you less productive and slows you down. It takes more time to look for something on a messy desk than it does to put it away the first time. Try to build 10 - 15 minutes into your day where you put items away, file, and clear off your desk. You will be amazed how a clear desk can lead to being more efficient and productive.
If you feel inspired, send me a before and after photo of your desk makeover! brita@pareitdown.com
Give Your Desk a Make-Over
By: Brita Balone, President of pare it down, inc
Let’s start with why desks get messy. The top three reasons are:
1. You don’t have a good filing system in place to manage the mail, bills, email print outs and paper that comes across your desk.
2. You leave slips of paper, to-dos, business cards and other miscellaneous items on your desk because you don’t know what to do with them.
3. You think if you can’t see it you’ll forget where it is so it’s better to have everything out where you ‘find’ it.
Now that we know why desks get messy, let’s talk about how to clear them up. First, a filing system if very important. I highly recommend the Freedom Filer system (see coupon below). The reason I like Freedom Filer is that it is a self-purging system so you know when to shred or throw away documents that are outdated. A good filing system is going to keep you on track when you let paper piles build up (it always happens). You should be able to file your papers in a few minutes if you have a good file system.
Second, manage your mail. You’ve heard me say this before: toss the junk mail (shred it if it has your name and address on it), open your mail at least once every couple of days, respond to requests and bills immediately, then file. On average, mail should be managed in 5 - 10 minutes each day.
Third, set up a task accomplishment system. Some people like electronic do-to lists, others like paper. Whatever system you use…stick to it. I encourage clients to have a pending file or to-do file. When you get something like a wedding invitation or party invite that has an RSVP on it, put the task on your calendar and the invitation in your pending file. That way, the item is off your desk and the task in on your calendar to follow up on. This system works for all those to-dos and sticky notes too. The key to using a task accomplishment system is to review it at least three times week.
Fourth, be picky about what you print out. The more you print, the more paper clutter you will have to file, shred, recycle, etc. If you found a recipe you like or an article you want to read, bookmark it under your ‘Favorites’ on your internet explorer bar.
Fifth, if at all possible keep your mail, contacts and calendar in one spot. If you try to manage multiple calendars, (i.e.) personal calendar, work calendar and family calendar, you will have scheduling and time management issues. Also, if you try to open your mail in the car or catch up on it outside the office, you’re more likely to lose important items and not follow through with paying bills on time. Simplify your life and keep your mail, contacts and calendar in one spot in your office.
Finally, if you create a good office system there should only be one place for each item. For example, your bills should always go in the same spot, your receipts always go in the same spot, etc. This will reduce the need to ’see’ your items. If they are always put in the same place, you’ll develop the habit of putting things away AND knowing where to find them later on.
Remember, a messy desk makes you less productive and slows you down. It takes more time to look for something on a messy desk than it does to put it away the first time. Try to build 10 - 15 minutes into your day where you put items away, file, and clear off your desk. You will be amazed how a clear desk can lead to being more efficient and productive.
If you feel inspired, send me a before and after photo of your desk makeover! brita@pareitdown.com
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