Desk Organizing Tips

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How To Organize Your Desk

It's been said more than once, “A clean desk is the sign of a sick mind.” Don’t believe it!

Its a fact that It’s actually a messy desk that keeps you from working at peak efficiency and causes you to stress out in frustration.

A cluttered desk is the bane of the busy entrepreneur. Being unable to locate important documents or other data because it’s buried under a pile of papers that look just alike, is the biggest time waster in the world.

Ask yourself a few questions:

• Does my messy desk keep me from working efficiently?
• Am I wasting time because I can’t find important files on my desk?
• Am I missing deadlines because I can’t find the information I need when I need it?
• Have I actually misplaced important documents more than once and found them right in front of me, but buried under a pile of other papers?

If you answered yes to any of these questions, then it’s time you put everything else aside and organize your desk. You simply can’t continue to operate under these circumstances because you are adding to and compounding the problem.

Decluttering Your Desk

Get rid of the clutter – now!

• Start by picking up all of the loose papers that are the same size.
• If you have a utility work table, use that to sort the papers according to size, and according to topic.
• Then gather your files and put them on the table.
• Pick up books, notepads, pencils, pens and any other loose stuff.
• Put “like items” together or, as in the case of pens, pencils, etc., place them in a small box that is big enough to hold them all.

All you should have left on your desk is the phone, and/or the computer, and/or a lamp. Spray the top of the desk with polish/cleaner and wipe dry with a soft clean cloth. Clean the phone and the computer, and dust the lamp.

Most of us are tied to our phones – it is the umbilical cord of business. Place the phone in an area that is most convenient for you to reach – it makes a difference if you are right or left handed. Then, put either a pen or pencil holder with a supply of writing instruments and a note tablet next to the phone.

Organize Your Paperwork

Going to the loose papers, sort according to topic, then file in the appropriate folder. If you don’t have a folder already designated, make one. Make as many as you need and file each and every valuable piece of paper until them are all tucked neatly away in a labeled folder.

Using an upright, desktop file holder or a filing cabinet, then file the folders alphabetically. You may keep a few out if there are subjects that you are currently working on.

Use A Scheduling Program

If you need to keep a strict schedule and if you have pre-set deadlines for jobs to be finished, use a Day-Timer or a diary and immediately enter the name of the job so you won’t forget and overlook it. Keep it updated frequently and mark off jobs as they are completed. If you have a contact point, be sure to note the individual’s name, phone and email address.

Keep Up With Daily Organizing

You need to acquire the habit of filing every piece of paper that comes across your desk as soon as you have read it and acted upon the information, depending on what it is. Make a notation in your diary if future action or follow-up is required. Be sure your file folders are in alphabetical order in the filing cabinet because it makes them much easier to manage and fine.

Use Your Computer To Keep Organized

Most computers come with a built-in calendar and appointment program. When you have deadlines, enter reminders into your computer program that will pop-up on the screen a day or two ahead – you tell it when.

You should also enter all of your correspondents’ names, addresses, contact numbers and email addresses into your computer’s address book. Keep it updated and back it up to disk frequently.

If you have a scanner, you should also scan important documents, specifically important personal documents such as wills, deeds, policies of insurance, etc., and keep them in your personal file on your computer, and backed up on disk which you then file in the appropriate folder in your desk or filing cabinet.