One of the oldest organizing adages is often attributed to Ben Franklin, “A place for everything and everything in its place.” Whether Ben was the first to say it is debatable, the truth of the saying is not. The single-most important step you can take when organizing is ensuring you have a place to put everything.
Containers organize things by type: pens and pencils, cosmetics, groceries, tools, etc. They keep food fresh. They are effective for document storage and retrieval. They make clean-up easier. From the office to the home, from the boardroom to the bathroom, containers make organizing easy.
Before you run out and stock up on containers, you need a plan. You need to know the types of things you’re going to store, along with size and shape. You can then determine the type of storage option to use:
- Drawers and dividers
- Magazine racks
- File cabinets or drawers
It’s also helpful to consider the material the container(s) is made of in relation to its use. Wooden file boxes might be impractical for lifting in and out of archive space, while cardboard file boxes might not be sturdy enough for daily use.
Start with a plan
Analysis how you spend your time in the office. List of the tasks you perform there and the functional zones in your office. For example: paperwork, computer work, telephone use and reading. Ideally, these zones should not overlap.
Determine the equipment and material you need for each zone. For example computer work requires a computer and monitor; perhaps a printer or scanner. For paperwork, you will need pen, notebook, etc.
Now, work out how best to assign your office layout to each of the zones. The computer work and paper work could quite easily be side by side or even overlap. Figure out the best arrangement of your office to suit your needs.
You can start organizing your office by keeping the essential items on your desk: your computer, scanner, telephone and in box. First, you need to clean the desk. Clean out each drawer of your desk to increase space for other office supplies. Organize supplies like pens and paper clips in different containers to make them accessible for you whenever you need them.Use trays for organizing papers and storage boxes for your dated files. You may also use a separate drawer for your personal items. For the magazines and catalogs, keep them in magazine boxes.
Sort the Clutter
Go through all the material in your office; or at least, sort through the piles of unorganized material. Ideally, you go through everything. Practically, you may need to get organized in stages. Place boxes on the floor and start sticking items into the boxes. Sort items in a way that makes sense. For example, put filing together, shredding in another box and so on.
Get rid of the old items you no longer need or use: old bills, receipts or other paperwork, outdated software manuals, equipment you’re no longer using or books that you will never read. Recycle those items that can and dispose of those you can’t recycle. Shred confidential papers that don’t need archiving.
Give Every Object a Home
Set up appropriate containers for items. Look at the list above, determine what you need and go to your local office-supply store to stock up.If your space is limited, look up. Many storage options can be mounted on walls or stacked vertically. Also look at space below. Containers can be put available space under furniture or equipment.
Put It Away
Once you’ve gone through you clutter and sorted things into the right containers, assign convenient locations for everything and put everything away. This should be easy if you’ve made the right decisions in advance. Don’t cut corners, you’ll pay a price for that later.
Disorganized people make life difficult by having to always make a decision on where each item should go. Organized people have systems so the correct place for each item is obvious, requiring little thought in processing.
Firefighters talk about “containing” a fire. In the same way, containers can help you control your organization fires.