It isn't just for your home either. If you frequently find yourself defending your desk with the phrase, "A messy desk is a sign of genius," or "creativity" or however you like to compliment yourself, I'm afraid I have bad news. The only thing that a messy desk tells other people about you is that you are disorganized and inefficient. Sorry to be so harsh, but you needed to hear it. So, now that you know the truth, what are you going to do about it? Either continue to make excuses or take into consideration some of my tips for creating and maintaining a tidy and efficient work space.
1. Put all of the piles on your desk into one big pile and then sort them. File and Toss. You may have several different sort piles for filing.
- You may want to create a reference binder to keep on your desk or install a flip chart of documents that you frequently refer to.
- Any financial documents need to be kept for seven years, but if they are more than 6 months old, consider setting up a separate file for archived items that is stored away from your desk, at the back of a file cabinet, or in the bottom drawer.
- If you have an electronic copy of something, you don't need to keep the hard copy - recycle it or shred it.
This may seem like a daunting task, but it doesn't take as long as you would think.
2. Set up and label your files appropriately.
- Use hanging files with labels for the broader categories and separate items with file folders, if you need to. Not every category will have sub-categories and try to avoid putting too much or too little in each file.
- Although typed labels look nicer, as long as your printing is legible, it may be easier to just write on the labels. Just don't let the fact that trying to get the labels to print just right is such a hassle, deter you from getting your filing done. If you prefer them typed, but don't want to mess with those little tiny strips of perforated labels, here is a template in Excel that I devised for my own labeling and have been using for years. Cut out the gray and the white together and fold it in half to make it stay in the plastic label holders. I usually use a heavier weight paper and color code the backgrounds.
- I also have a file in the front of my drawer that says "To Be Filed." I put documents in there when I don't have time to go through them, but don't want them taking up space on my desk. The trick is to remember to go back to it once a week and put the papers where they belong.
3. Once all of those papers have been removed from your desk, you may notice a layer of dust underneath. While organizing is important for your mental health, keeping your desk free of dust and germs is important for your physical health This is especially true in the winter months when you are stuck inside more often and cold and flu bugs run rampant.
- Cut back on spreading viruses by wiping your immediate desk area with disinfecting wipes at least once a week. Make sure you get your mouse, your keyboard, and your phone really good, since those are the things you touch the most.
- I also keep a disposable duster in my drawer and try to dust off my monitor, lights, shelves, picture frames and nick-nacks at least once every couple of weeks, or more often if it needs it. It only takes about a minute, but the benefit is that I don't get all stuffed up every time I sit at my desk. Plus it looks like someone actually works at my desk and not like it is abandoned!
- Lastly, I know it's hard, but try not to eat at your desk. Even if you only have a few minutes for lunch, take them in the kitchen or the break room. How much typing are you really getting done with one hand, anyway?
You don't have to be a "neat freak" to put these suggestions into practice. These are just a few, very simple tasks to get you started. Those of us who are more detail-oriented have lots of other little ways that we use to keep our home and office tidy every day. However, I realize that others do not possess the same talents as I do. On the flip side, I'm not good at sports, if it makes you feel any better.
