by Todd Pheifer

Created on: March 24, 2009   Last Updated: April 27, 2009

Clutter does not equal importance

Despite the busyness of today's society, there is really no reason to have a messy desk or a cluttered workspace. Unfortunately, people are still scattered beings and despite technological advances, they still have difficulty keeping things together at the office. Some people actually experience a certain amount of indirect pride when they have a cluttered desk. It can make them feel important and sometimes people are actually happier when they can claim they are "overwhelmed" just like everyone else. Still, clutter is not productive so here are a few ways to reduce clutter at the office.

1. Throw stuff away

The biggest thing people can do is find the trash can and fill it up. Junk mail, extra copies of reports, and old data should all go in the trash or the paper shredder. Too often people are afraid that they will need that one crucial document "someday", and if they throw it away all will be lost. If it is so important, chances are it shouldn't be buried under a pile of paper. Therefore, cleaning up is a good first step. Sometimes a transitional step is to file things that "seem" important for 3 months and assess whether they are ever accessed.

2. Actually file stuff

That's right, take important documents, get a file cabinet, buy some folders, write or print labels, and file things away. This goes well with tip #1 because some stuff does need to be saved. Therefore, make sure it goes in the right place so that it can be found when needed. It may also be beneficial to use an off-site storage facility so things are kept but do not clutter up the workspace.

3. Schedule cleaning days

Reducing clutter has to be part of the routine. Therefore, scheduling regular cleaning sessions is an important part of reducing junk piles in the office. Because cleaning does not feel like a top priority, people often put it on the back burner. A little bit of cleaning each week can go a long way towards helping the efficiency of the company. There may be ways to make this a fun activity for the staff as it has the potential to break up the routine and allow people to free up some space.

4. Lose the "in-box"

Some people like having an "in-box" so they can keep priority projects at their fingertips. This is a good idea in theory but that in-box can quickly become a mountain of paper that spills out all over the desk. Therefore, put the in-box in a drawer or a cabinet and take out one project at a time. "Multi-tasking" just doesn't work.

5. Digital copies

Finally, save a few trees and reduce clutter by saving digital copies of documents. Rather than printing them out, create more directories on the computer and save digital files rather than paper files. This will reduce the impact on the planet and the impact on one's desk.

Overall, reducing clutter is about more than techiques. Rather, it is about shifting lifestyle and attempting to establish new habits that will enhance the office over time. Happy cleaning!

Learn more about this author, Todd Pheifer.
Click here to send this author comments or questions.