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Operation Organisation - Gaining Control of Your Desk

I'm sure you know the scene there's paperwork that must be completed today (your tax papers or insurance renewal for instance) but first you need to find it without creating the Great Paper Avalanche of 2008! Sound familiar?

How can you scale Mt Paperwork (or better yet get planning permission to demolish it?) simple try these tips for taking control of your desk and its paperwork piles.

Tip 1 - Handle everything once only!

An oldie but a goodie if you touch each piece of paper on your desk only once you'll not only reduce the height of Mt Paperwork but you'll also become more efficient at your business dealings.

For example when a piece of mail is delivered to your desk, instead of quickly skimming and putting it on the "deal with it later pile" read it thoroughly and decide what to do with it. If it just needs to be filed, put it in the appropriate file, if you need to respond, then undertake that task the same day and file the mail and your response when you finish.

Tip 2 - A place for everything and everything in its place

Ensure that you have enough filing cabinets, file sorters and folders for your needs. If you have information that you refer to regularly, obtain a lever arch folder and file the information. Keep the folder on your desk that way it's handy but not adding to Mt Paperwork.

Buy a step file organiser (most stationery stores sell these for under $20) to keep manilla files on your desk neatly a step file organiser takes up hardly any desk space but at a glance can tell you what is on your desk.

Tip 3 - Only have 1 open file on your desk at a time

To ensure that information in files doesn't get mixed up only have 1 open file on your desk at any time. Finish the task that you need to complete for that file and then put it away (not on the floor!). If you have to interrupt the task, take the time to put the file away neatly (preferably in your step file organiser so that you can see you still need to complete the task).

Tip 4 - Banish post it notes

Post it notes only serve to make us more worried about the tasks we haven't yet completed. Banish post it notes from your desk and write your tasks on your to do list.

Practise these tips regularly and you will soon gain control and planning permission to demolish Mt Paperwork (don't worry you won't harm the environment by demolising Mt Paperwork in fact you will be doing the world and your health a favour!)

Learn more about this author, Tracey Lloyd.
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