Organized A to Z Blog

Putting Office Paper In Its Place, Part 2

May 31, 2010

Last week we covered two parts of the P-L-A-N© process: Prepare and launch into action.  This now brings us to the third piece of the puzzle, “A”, for ADJUST AND ADAPT!

Remember to control what comes onto your desk, into your work space, by having designated “homes” for everything.

Set up a routine maintenance plan to help you establish new habits.  When you receive your daily mail, handle it all at a time that allows you to complete it as much as possible, from making necessary phone calls to filing.  Sort and purge constantly.  If things creep back in that you just weeded out, you now know how to handle them! 

Fine tune and monitor your systems to stay in control.  Any system you use for your organizing efforts must have ongoing evaluation and maintenance to “tweak” it so it remains workable for you, as mentioned earlier.  As times change, your abilities and circumstances also change, so paper management must change, too.  Otherwise, you are just adding to the chaos of whatever is going on at the time and you become even more overwhelmed.

Remember, nothing is perfect and this is a continual learning experience: what you like, don’t like, what you are able to handle.  Then, if a crisis does arise, you will be under less stress and not so distracted, enabling you to handle it better.

The last little trick:  “N” is for N-JOY!

Dealing with all this paper will make you feel more effective, efficient, confident and in control!  So, relax/reward/repeat for the next project!  Make it fun and be sure to celebrate your success!

Now is the time to attack a paper project that’s been driving you crazy, get a start-date on the calendar and get set for planning that accomplishment!  Trust me:  you will find that now you have more confidence to get the job done, more energy, are happy doing it and will revel in the peace of mind that completing each project gives you!

Keep on organizing – one step at a time:
• If you see a pile, deal with it!
• Watch out for flat surfaces – they have a tendency to collect anything & everything!
• If you’re done with something, put it away!
• If you don’t have any more room for certain items, it’s time to begin the process of sorting and purging again!

I hope you have gleaned some ideas here for changes you can make in your office space so that you will be the boss of that microcosm of your world.  If you can get some of what we’ve talked about under control, you can regain your peace of mind.  Your reward? A more focused, more productive work day.  You will receive more respect and recognition if you look organized!  You’ll leave your office each day knowing that you did your absolute best, and with that confidence and energy, pick up your personal life with a big smile as you walk out that door each evening. 

I know you want to do better immediately, but it does take time to instill new habits.  Set your top priorities and go from there.  Hit the “Reset Button” and get a fresh start!

Be generous to those who work around you.  Many of you may be stuffed into little cubicles, using shared equipment and we all have little quirks we have to put up with.  If you are a neat-nick, have some compassion for the office-clutterer.  If you are the office-clutterer, keep in mind that common spaces, shared spaces should be considered “sacred ground” and you need to keep your mess to yourself.  Also, so much of the paper we deal with in our work lives is of a confidential nature, and if you aren’t getting that filed away appropriately, that confidentiality is being compromised, with all sorts of ramifications. 

Albert Einstein said, “There are three rules of work: 1. Out of clutter, find simplicity.  2. From discord, find harmony.  3. In the middle of difficulty lies opportunity.”  Are YOU ready to accept the opportunity to be successful in eliminating a trouble spot in your office that’s driving you crazy?  I know you are!

Rhonda McNett is a Professional Organizer, member of the National Association of Professional Organizers and owner of Sensible Organizing Strategies.  Her company is committed to providing a supportive and rewarding organizing experience through client education, cooperative involvement and ongoing personal encouragement.  Please visit http://www.sosbyrhonda.com to learn more about how Rhonda can help you!

Filed under: Office,Organizing Tips,Paper Management