Even in this age of advanced technology, I find papers can build up quickly on people's desktops.  Printouts from the internet, multiple versions of documents and reports, projects that are easier to work on hard copy, meeting notes, business cards, the list is endless.  A disorganized desk is intimidating, and steals energy and focus.  Take quick control of your piles with the following tips.  

 

An archeological dig of the piles on most people's desks and counters would reveal that the stacks can easily be divided into thirds: 1/3 is stuff waiting to be filed, 1/3 is stuff you should toss, 1/3 is stuff to-do.  With the right approach, you can increase the amount of stuff to toss, and seriously reduce those stacks.  

 

FILE:  Most of us only refer to 20% of the information we save....so think hard before keeping things in paper or digital versions.  Keep as much as possible on the computer, and file only what is absolutely irreplaceable in your hard copy file folders.  Here are 10 questions to ask yourself to determine if something is worth filing:

 

1.      Are there tax/legal reasons to keep it?

2.      Do I refer often to this piece of paper?

3.      Will it help me complete a project I am working on right now?

4.      Do I have time to do anything with this piece of paper?

5.      Does it tie in with the core activities of my job?

6.      If I ever needed it again, could I easily get it from someone else?

7.      Do I trust that the information is up to date?

8.      Does it represent a viable business opportunity?

9.      Will it help me make money?

10.  Would my work suffer if I didn’t have it?

 

If you answer yes to any of the previous questions, it’s fair to keep it. If no, let it go.

 

 

TOSS:  Now that you’ve determined what to keep,  turn your attention to the pile of items to toss. Get a shredder, if you don’t have one; the Staples 12-sheet High-Speed Cross-Cut shredder shreds two times faster than any other shredder Staples has.  Their Minimate Cross-Cut Shredder is tiny enough to fit right on the desktop--making it easy to shred as you go, so you avoid a buildup of paper.  Nothing is more cleansing then getting caught up in the feeding frenzy of eliminating the stacks of unnecessary paper. There is little more satisfying that the sound of the shredder and watching surfaces reemerge on your desk. Keep in mind that identity theft is a real problem when you have too many papers lying around. Do they have your credit card info on them? Social security or account numbers?  Shredders should be cross-cut or micro-cut shredder to minimize risk.

 

TO-DO:  One third of the papers on most people's desks  and counters is items waiting to be done.  If those piles never move, it's time for a better reminder system.  Invest in a single, consistent planning tool to capture all of your to-do's, and then file the papers (in your hard copy or digital files), and simply write a reminder of the task that needs to be done, on the day you intend to get the project done.   Look for a planner that works the way you do, whether digital or paper based system, which provides space for tasks, appointments and notes. 

 

Banishing excess paper from your desk will re-energize your space, boost your productivity, and protect your most important information.  Let me know what tricks you use to decide what to keep and what to toss.