By Dr. Hamish Currie
How much time do you waste just looking for “Stuff”? If you got organized, you could accomplish more, ultimately freeing your workspace, and your mind, of unnecessary clutter.
Create a space where you have only the essential tools you need to do your work.
Use a single radar screen to keep track of the day’s appointments, to-do’s, and notes relevant to that day. If you are using too many different calendars, chances are you will forget something because of having too many places to look, on the refrigerator, one you carry, another on your desk, etc.
To get rid of clutter, this idea works best. A paper / mail that requires action later but doesn’t need its own file folder can be noted on the “One” system then placed in the Pending File, hence it is filed, but not forgotten.
Much of the clutter surrounding you is generated by unmade decisions. Save it or trash it? Each decision should not take you more than 30 seconds.
Only 15% of daily interruptions are truly worth your attention. Learn to say no more often.
Planning your day means reviewing your “One” system first thing in the morning.
Clear your desk at the end of the day I and check off tasks accomplished, rescheduling tasks that have not been completed. Clearing up at the end of the day gives you a sense of closure, and helps make things easier to clean out at the end of the week, month, or year.
Create files or containers and label one “Urgent”, another “Can Wait”, and a third “Archive”. Create some extra space to ensure that you do not get buried in stacks of paper /files. Don’t get bogged down archive the old stuff and put it in a cupboard out of sight. Throw away 95% of the old stuff. It’s a fact that 95% of everything you saved over the past six months may be considered trash.
Start at the End, not at the Beginning, by starting with the oldest stuff and working towards the most recent stuff on your desk. Take everything out, and identify stuff by category as you go.
Create as much empty space as you can. If you have a filing system where you are able to find things, don’t change it.
Avoid using A-Z filing systems because if you do not remember the name of the file you will have a difficult time looking for it. Have major categories such as “Clients”, “Projects”, “Reference Material”, “Contracts”, for example, but never use the category “Miscellaneous”.
Don’t ask “How should I file this?” but “How will I use this?” Don’t be surprised at the amount of trash you are generating as you follow this process.
Computer files and paper systems are handled in the same manner. Use the folders in your computer as you would your physical filing cabinet.