On average, a piece of paper is moved eight times before it is recycled or filed. Now, I'm not a proponent of the "touch it once" school of thought because to me it's completely unrealistic in most instances. However, touching the same piece of paper eight times is a bit excessive and a sign of indecision.

As you look at the paper strewn around your office, ask yourself, "Why is it there?" Chances are your response will be "I just don't know what to do with it." The result of indecision is paper clutter. Keeping paper under control is about making decisions. Because many people struggle with decision making, we'll share some steps to streamline the process.

Look at a document and ask yourself the following questions:

·   Can I discard (recycle) it?

·   Can I delegate it?

·   Do I need to act on it?

·   Do I need to save it for future reference?

The first line of defense is always to eliminate it (recycle or delegate). If that isn't an option, you have only two choices: take action or file for reference.

There are two types of action you can take: immediate or scheduled. If you can complete the task in two minutes or less, do it immediately. If it'll take longer, either schedule the activity on your calendar or file it in a daily action file such as a 1-31 tickler filing system.

Items that don't require action, but you want or need to keep (an article you've read or a legal document), should be filed in a reference filing system. 

Here are a couple things to note:

·    If you're still struggling to decide, ask yourself: 

-Do I really need it? (i.e., for legal purposes)

-Can I get it somewhere else? (Internet, another department)

-What's the worst thing that could happen if I get rid of it?

·   80 percent of what you file for reference will never be looked at again, so be selective in what you decide to keep.  

·   Having a user-friendly file cabinet is important (i.e., easy to open/close, files clearly labeled, and convenient to access). If your file cabinet and filing systems are easy to use, you'll be more likely to actually use them!

If you're overwhelmed with office clutter, give us a call. We'll help you create systems that work for you.

One of the key elements of a well-organized office is space optimization. To achieve this, look at your space (desk, walls, file cabinets, storage units, even the floor) from a fresh perspective.

Just as with real estate, "location, location, location" is key in office organization. The things you use most often get the best real estate--close to you and where you use them. Picture a dartboard--the bull's-eye represents your desk and the items you use most often. The next ring represents less frequently used items; the next ring, even less often used items, etc.

Combine this idea with one of the most basic principles of organizing--having a "home" for everything. That way you'll always know where to find things and where to put them away. Choose a place that makes sense to you, not necessarily where someone else would put them.

Remember in kindergarten when you learned to keep like things together? The same applies to your office. Here are some guidelines to consider when sitting at your desk or "command center":

• Place all frequently used supplies in, on, or close to your desk. For example, if you use your stapler daily, place it within easy reach while seated at your desk.  

• Keep items used once or twice a week at arm's length. For example, if you refer to a manual to look up a code or procedure, keep it where you can easily access it by simply reaching for it or spinning your chair around to get it.  

• Store items used only once or twice a month inside your office or cubicle, but outside your "reachable zone."  

• Put supplies used less frequently (refills of paper clips, pens, paper, etc.) in an office supply cabinet down the hall.

Think vertically! Use your wall space to help keep your desk clear. It doesn't matter if you have office walls or cubicle walls; there are plenty of products on the market to help you stay organized.

• Bulletin or magnetic boards are great for hanging frequently referenced items (phone extensions, zip codes, calendar, etc.). 

• Walls are an excellent place to post department or company goals, mission statements, or sales charts. 

• File holders that attach to the wall or hang over a cubicle are a great way to keep frequently used files or current projects within close reach.  

Think of your desk as a "processing center." What comes in must be dealt with and sent on its way. Many people mistakenly think of their inbox as a holding tank when actually it's to be used for receiving items, not storing them. Try to empty your inbox at least once a day.

Take a step back from your desk and look around your space to see if you are applying these principles of organization. If not, make adjustments where you can; and then enjoy the extra 'breathing room" you've just created.

Let us know about the improvements you make in your space by commenting on our blog. We'd love to see before and after pictures too, so please send them to us!