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The world of business is fast paced to say the least. Often, we are tasked with multiple projects and face competing deadlines. Sometimes it seems we barely have enough time to accomplish all that we need to. Proper organization is essential to save time, manage details and maintain our sanity as professionals. Take a time out from the daily grind to organize your work space while considering these Top Ten Tips.

1. Assess Your Needs – Does your work space work for you? If not, don’t delay searching for solutions. Repair broken office furniture or discard it. Stock your space with the items you use on a daily basis only. Too much storage can be as ineffective as not enough, so give this step careful consideration.
2. Banish the Clutter – Don’t be afraid to get rid of useless junk. We all have supplies, paperwork and technology that we don’t use but are convinced we will need someday. When is “someday”? A good rule to go by is if you have not actively worked with it in the past six months or year, then it is time to discard it. Keep records in a storage area, not your immediate work space. Feel like your whole office is filled with clutter? Focus on one small area at a time. This will keep you from feeling overwhelmed and give you a sense of accomplishment as your neaten up each section.
3. Stick to the Schedule – Setting up a system of organization is not just a “spring cleaning”. Staying organized should be a part of your regular routine. Set a time each day to maintain your organizational system and stick with it. Don’t let other priorities distract you from keeping your work space functional.
4. Chant the Mantra – Say it with me, “Handle, File, Delegate, Toss”. These are four actions to take each time work comes your way. Take a minute to look at your inbox right now. Determine the destiny of each paper you handle while you are touching it. Don’t just put it aside for later. Make a file, delegate it to a colleague or toss it in the trash. Within ten minutes you will be able to enjoy the serenity provided by an empty inbox!
5. Just Label It – Labels are a small, but essential detail when it comes to being organized. Be as specific as possible when labeling materials. This will save you lots of time because you won’t have to read through paperwork to know what is in a file. A great tool to assist you is a hand held labeler. There are many inexpensive ones available that create instant labels which will allow you to handle documents as they come your way.
6. Say No To Miscellaneous – Beware of the “miscellaneous” trap! Folders labeled with this word tend to accumulate clutter which will have to be dealt with eventually. Other labels that are notorious for being clutter in disguise include “Pending”, “To Do”, “Other” and “Stuff”. Remain specific in your descriptions and clutter will not find a loop hole back into your work space.
7. A Tidy Desktop – Accessories are fun, but they can become clutter. Limit the amount of personal items on your desktop. Keep in mind it is difficult to have a conversation with a co-worker through a desk full of picture frames. Also, be mindful of the paperwork on your desk. Keep handy the materials you are working on immediately and file the rest in an easily accessible spot. This will keep you more focused on each task as well. Put everything away at the end of the day. Your reward will be a clean desk to welcome you in the morning.
8. Computer Clean Out – Computers are an essential piece of technology in our office, so we should give them TLC (Total & Lasting Cleanings). Dust is harmful to a computer, so clean it both inside and out. An inexpensive kit can be used to clean the drives. Also, vacuum the cooling fan, use a protective cleaner on your monitor and remove the crud from inside your keyboard. It is also a good idea to delete files that you have not accessed in six months to a year and de-frag your hard drive.
9. Emails = Virtual Clutter – We all have experienced the overloaded email inbox. The best way to keep emails from becoming virtual clutter is to take action. Check your messages daily at a set time when you will not allow interruptions. Don’t procrastinate. Respond in a timely manner and then delete the message. If you must keep the email as a record or for follow-up, create a folder system within your mailbox using detailed labels. Print your emails only when necessary. This way you are being kind to the environment and your newly de-cluttered work space.
10. Reap The Rewards – Being organized takes time and discipline, so reward yourself for doing a great job. Treat yourself to a long walk or a lunch date with a friend. Find your motivation to keep your work life organized. Pretty soon your organizational habits will become second nature. You will save time, be more productive and have plenty of rewards to enjoy!