This is one of the more popular posts at Ian’s Messy Desk. I’m reposting with some update information.
How much stuff do you have sitting on your desk or in your work area? A while back, Coopers & Lybrand (nowPrice Waterhouse Coopers) released data from a poll on personal organization. One statistic found that, “The average desk worker has 36 hours worth of work on their desk and wastes up to 3 hours a week just “looking” for STUFF!” Finding stuff on my messy desk bears out that statistic. Being disorganized is responsible for a lot of wasted time.
While there is a challenge in the initial cleaning of the messy desk, the regular maintenance often poses the bigger challenge. Here are some tips to help keep the desk clean:
- Sort your mail and toss junk as it arrives. Even with an in-basket, you need to process your mail dailyto avoid accumulating a stack of paper. Sort where you have places to put each category of mail: 1) garbage, 2) recycling, 3) bills, 4) etc.
- Get rid of sticky notes and scraps of paper. Round them all up and transfer their information tosomething a little more permanent, efficient, and user-friendly. Get a single notebook and use it torecord notes, phone numbers, web addresses, ideas, to-dos, etc.
- Create a list or binder of regularly referenced material, such as phone numbers, and keep it accessible in a desk drawer.
- Schedule filing time at least once per week. To be more productive, allocate 15 minutes each week. Initially it may take you longer to catch up if you have a large pile, but 15 minutes is manageable. We all can find this much time in our schedules.
- Add dated or calendar items to a tickler file system or a diary as soon as they arrive. anything you need reminded of on some future date goes into your tickler file. Every morning, pull out the folder for the day and place the contents into your inbox. Then it is right at hand when you need it.
- When you stop working on something, put it away until the next time you need it. Don’t leave half-completed projects sitting on your desktop.
- Keep nothing on your desk unless you absolutely need them. If you aren’t joining sheets of paper with tape, move the dispenser off the desk. If you want personal photos in the office, have only one on thedesk or better yet, hang them on the wall.
- Keep a reading folder for material you need to read. Put non–urgent “to read” items in file folder; use multiple folders if you have different to-read categories. As you receive new items, place them in the front of the folder. If the folder gets too full, toss the old stuff without looking at it. That way you always have current stuff that might go back a month or two. Schedule regular reading time to clear the material.
- Create a “waiting for” or pending file to hold items dependent on outside action. This is not the same as a tickler file. This is for actions waiting on an external response. I.e., you’re waiting on quotes before you can go ahead a get the office repaintied.
- Create a weekly appointment to clean your desk and this includes dusting or polishing. You might be less inclined to mess up a shiny desk.
It doesn’t take much “neglect” for your workspace to fill up with things that eat at your productivity. A few simple and regular good habits can free up a bunch of extra time for getting things done.
Working at an organizations’ head office, we see a lot of paper. We recently were involved in a capital project to build a new program facility in our region. When the HVAC system was installed, someone thought we might want the user manual for the system: a 400 page PDF document. Instead of filing the PDF on the network, the document was printed and placed in a filing cabinet, where it will sit until doomsday.
We really didn’t need the manual. We will never troubleshoot the system; we will never program the system; and we will never maintain the system. The next time we will be concerned with the HVAC in this building is when it stops working and needs to be replaced.
Despite the improvements in document handling technology, despite the the convenience of a PDF, we still produce a lot of paper. Keeping your desk and files clutter–free in a paper–filled environment isn’t easy, but a little planning and a little technology can help.
Start with the 4 D’s of Effective Paper Management:
- DO IT. This means that you perform the necessary items on this piece of paper today. Once you’ve completed these items, the paper should be filed, re-routed to someone else or discarded.
- DELAY IT. This means that further action needs to be taken on this paper, but not right now. File it in a Reminder file or in your file cabinet. If necessary, write a date and time on your calendar when you’ll be retrieving this paper for further action.
- DELEGATE IT. This means that you immediately give this paper to someone else, whether this person is someone in your company, a client, vendor or someone else you outsource to.
- DUMP IT. This is the greatest one of them all. It’s probably safe to say that a huge percentage of the paper that enters your office can be immediately discarded.
Manage your “to read” pile
The paper littering desks and files is mostly mail or things colleagues send, stuff that you mean to read, but never get to. Have a plan to eliminating the paper as soon as you get it. That doesn’t mean throwing it in the recycle bin as soon as you receive it, but you need to know where things will end up after they hit your desk.
Put non–urgent “to read” items in file folder; use multiple folders if you have different to-read categories. As you receive new items, place them in the front of the folder. If the folder gets too full, toss the old stuff without looking at it. That way you always have current stuff that might go back a month or two. Don’t worry you’ll throw away something vital, if it’s vital, it shouldn’t be in a general reading file.
Think before you print
We also create a lot of the paper piles, without giving it much thought. It can be tempting to print every interesting thing we find on the web or print a 400 page PDF “just in case.” It adds up. Stop and think before hitting the print button. Is there a better way to store the material.
Here’s a place where technology can be put to good use. The cost of storage media keeps getting less and less. I just bought a 1 terabyte (that’s 1,000 gigabytes) hard drive for $120.00. I can print any web page to pdf and store it on the drive. Combine that with a search tool such as Google Desktop and I can quickly find material previously saved.
Create a record retention policy
Despite technological advances, there are certain files, such as personnel records and corporate documents, that you’ll need to keep for extended periods of time. To manage this process, you’ll need a record retention plan. How this policy reads will vary depending on local laws. However, these are the kinds of documents controlled by such policies:
- Annual financial statements, corporate documents (including corporate charter, deeds and easements, stock, minutes of board of directors’ meetings, labor contracts, trademark and registration applications), and income tax paperwork and payment checks.
- Bank statements, voided checks, purchase records (purchase orders, payment vouchers, vendor invoices), and sales records (invoices, monthly statements, shipping papers and customers’ purchase orders).
- Personnel and payroll records.
- Monthly financial statements.
Archive off site
Use off–site storage for those files that you don’t use everyday, but can’t discard immediately. This allows you to keep your office space free of the files, but the information is still available if you need. Assign a destroy date to each box that you store. This forces you to make a decision about a set of documents that you might not do if the files are on–site.
Before sending your files away, cull them and discard duplicates, non–essential files, or those past retention dates according to your policy. You’re paying by the box, you don’t want to send unnecessary bulk.
Invest in equipment and software
Technology lets you toss more than ever before. New information is constantly accessible to via the Internet, there’s less need to maintain all types of files.
- If you have documents that you need to keep, but you don’t use everyday or don’t have the room to store, use a scanner to create an electronic copy.
- If discarding confidential documents makes you resistant to purging files, shred sensitive documents before recycling.
- Business cards can be filed in a book, or scanned to keep electronic copies of the cards, which can later be searched by name or keyword.
- To file effectively and quickly, you need to have the essentials: plenty of file folders, file labels, cardboard boxes and bins, plastic crates and carts, and file cabinets.
- And don’t forget wastebaskets and recycling bins for the items that you choose not to file.
Organize your office heart
You may have business documents items which have more of a sentimental or morale value: photos, letters from clients, awards, etc. Have a memento box or album when and collect those gems — pictures of the first office party, thank you letters from their first few clients. Keep the box or album in a designated area in your office.
Keep it clean
Once your office is organized, keep it that way! A major part of maintaining order is your approach to the task. To prevent future accumulation, treat paper in your office as if it’s perishable. Don’t pile it up, telling yourself that you’ll deal with it when you have time. Make decisions on the paper immediately. Keep a recycle bin and a wastebasket next to your desk and use them frequently.
Continue filtering, filing and tossing and you’ll maintain a clutter–free environment.
Close your eyes and picture the Zen-like state of your desk in a paperless world. When you need data from the last quarter, you speak to your computer and a soothing voice responds with the information. When it’s time to pay the bills, you instruct your computer where the payments are to come from.
Now, look at the paper sitting on your desk, dressers, tables, shelves, filing cabinets, etc.
The ideal of a paperless office has been around for at least three decades. While individuals, such as Eric Mack, experiment with paperless solutions, or online services offer paperless solutions, paper usage has increased significantly.
In 2003, Canadians used a whopping 2, 867,442 tonnes of paper, compared with 1,198,100 tonnes two decades earlier. Source: CBC News
For whatever reason, you’re stuck working with paper. Here are some tips for managing your piles (paper, that is).
- Keep only the work at hand visible. If you’re working on the month-end report, have it in front of you. Other pending work should be stored in some form of filing system, which makes it easy to retrieve, but keeps it out of sight.
- Have a fixed time each day to process routine paperwork. There are regular systems that dump a daily amount of paper on our desks: mail, filing, circulating files, etc. Set aside a few minutes every day to make sure this paper dealt with and not left piling up on your desk.
- Keep large wastebasket and/or shredder near your work area. Some percentage of the paper you process can go straight to recycling or garbage: used envelopes, advertising brochures, last week’s cafeteria menu. Toss it immediately.
- Don’t use a bulletin board. It’s a burial ground. I have a bulletin board in my office, but I am ruthless about what gets pinned to it. If you can’t be consistently ruthless, don’t put one on the wall.
- Organize your stationery. If you have to keep blank stationery on hand, get some type of storage system. Not only does lose stationery add to the cluttered look, it ends up dog-eared, frayed and unusable.
- Get a notebook. Resist the urge to take notes on dozens of pieces of scrap paper, notepads and sticky notes. Find a notebook that works for you and keep it with you at all times. That way, not only will you have a single, neat source of all your notes, you’ll only have one place you have to look to find information.
It doesn’t look like paper is going away anytime soon. You will need to have systems to control your paper flow.
Image via Wikipedia
Lotus Notes is the groupware of choice for my employer. It is coupled with my BlackBerry via the BlackBerry Enterprise Server. This allows me to keep my e-mail in-box, calendar, to-do list, address box and journal synced between my desktop and handheld.
Lotus Notes works somewhat differently than other types of productivity software. Here are some of the tips and resources I’ve taken advantage of to enhance my usage.
- You can quickly create a new e-mail memo by pressing Ctrl+M anywhere in Lotus Notes.
- You can create numbered lists within lists. To do this, enter the sublist with the first list, then select it and press F8. This indents and numbers the sublist within the main list. You can also do this on the fly by pressing F8 at the line you with to indent. Pressing Shift+F8 will return you to the previous level.
- Lotus Notes Calendar and Scheduling explained!
- Part 1
- Part 2
- Here’s a great way to save space in your Notes form or memo — create a collapsible section. This feature allows you to put portions of text into sections users can expand if they want to read the whole paragraph. In Edit mode, highlight the text you want to collapse, then select Create, Section. That’s it– the text automatically collapses into a section. Clicking on the twistie (point) beside the section expands the text.
- You can move to Notes documents while you’re still in another document without going to the view. All you have to do is click the Next icon in the SmartIcon bar or press Enter when you have the first document in read mode. You immediately go to the next document in the view.
- The previous tip explained how to move to the next document in a view without going to the view. You can also do this to get to the next unread document in the view. With the document in read mode, just click the Next Unread icon from the SmartIcons bar. The first document closes and the next unread document in the view opens.
- Like most programs, Lotus Notes allows you to do some things quickly by pressing certain keys or combinations of keys.
||Access actions from within a document
||Access top level menus (for example, Alt+F opens File menu)
||Open drop-down controls such as the Select Names dialog box from name fields, combo boxes, date pickers, color palettes, and collapsed list box controls.
||Opens a Size menu for pane borders. Press the s key to activate the menu, move the Up or Down arrow to select the border to move, and then press the Left, Right, Up, or Down arrow to move the selected border.
||Opens a menu that lets you perform standard window operations such as Restore, Minimize, and Maximize. Use the Size and Move commands with the arrow keys to size or move the Lotus Notes window.
||Navigate days via date picker in calendar
|Arrow keys, Left and Right
||Navigate tabs or a horizontal list
|Arrow keys, Up and Down
||Navigate a vertical list, such as a menu, navigator, calendar time slots, or items in a list view
||Access Open menu and open the applications and bookmark list
||Access the sidebar
||Opens the Find dialog box from views
||(Linux® only) Get Help on current feature
|Ctrl+F7, then Up and Down arrow keys, then Enter
||Move to selected window panel
|Ctrl+F8, then Up and Down arrow keys, then Enter
||Move to selected window tab
|Ctrl+Page Up and Ctrl+Page Down
||Navigate pages in calendar
||Open list of available shortcuts
||Navigate forward in tab order
||Closes current tabbed page
||Expand or collapse a category or folder
||Closes current tabbed page, collapses current thread, or exits current element
||Get Help on current feature
Linux users: Use Ctrl+F1 instead.
||Cycles through all panes in the open perspective. (In views such as mail and calendar list views, for example, moves focus from view navigator to list view to preview pane (if open) to mini-view and back to view navigator.)
||Collapse a category or folder
||Open a context menu
||Expand a category, folder, or thread
||Navigate backward in tab order
||Navigate forward in tab order
||Give focus to Refresh schedule information icon in Scheduler in a meeting entry. Then, to access the Scheduler, press Tab again to give focus to entire Scheduler, and press Spacebar to give focus to the first item in Scheduler. Then do any of these:
Press Tab to give focus to different items within Scheduler.
Press Ctrl+Left arrow and Ctrl+Right arrow to move the time bar when it has focus.
Press Esc to remove focus from the Scheduler, and then press Shift+Tab to give focus to previous items in the meeting entry.
- For security reasons, it’s usually not a good idea to leave your Lotus Notes open when you leave your desk for any length of time. Rather than having to close and then re-open several times a day, you can just hit the F5 key – the next time you try to do anything in Notes such as opening or sending a message you will have to type in your Notes password.
- The easiest way to get text from an e-mail message in Lotus Notes to an MS Word document… copy and paste. For example:
Select the text you want from the message
Press Ctrl-c (to copy)
Go to the document in Word
Press Ctrl-v (to paste)
Notes allows you to work in more than one database at the same time. When you have several databases open simultaneously, you can move between them by pressing Ctrl+Tab.