How organized is your desk?

Fundamentals: With or About...

Anything in your workspace could, and probably should, be organized. However, there is an important distinction to make between the things you need to do something with, versus the things you need to do something about.

In our coaching programs, we work one-on-one with clients to identify specific organizing structures to match their needs. In our seminars, we give broad-brush, overall suggestions of things to try.

As you review the following, consider thinking about YOUR specific workspace, and what you can do to enhance your organization there.

Do something with it (the paper, the file, the e-mail, the voice message, etc)
I remember one time I worked with a client who wanted me there as we processed voicemail. Upon calling and entering her voicemail system, we heard a message from April (this was October that we worked together!). My client reacted by reaching toward the phone saying, “Oh we don’t need to listen to that, I’m just saving it in case I need it.”

Look around, do you have a piece of paper, memo, sticky note, or e-mail you’re keeping “in case you need it?” If so, consider updating your filing/reference resource systems to hold onto such items. Although I recommend creating a filing system, in alphabetical order, in both your paper-based as well as digital systems, I have worked with people who simply purchased an office “banker’s box,” labeled it “in case I need it,” and cleared off their desk into that box. If they needed it, they knew where to look. As the were working, they didn’t have to look at it anymore.

Do something about it (the idea, the note, the agenda, etc.)
Other times, I’ve worked with clients who saw something on the desk and said, “Oh that reminds me, I need to…” [fill in the blank with some action or outcome]. When you come across an idea or item (for example, something you’ve heard in today’s seminar!) that you want to do something about, it’s important that you have an effective and efficient system set up and in place to manage that...outside of and away from your piles or turned-over pages of a legal pad.

Consider one area of your office you know has items that you have to do something about. When you get back, what can you do in 15 or 20 minutes to process the information there, identify your actions, and track your reminders in once, central place?