5 Tips to Declutter, Organize and Optimize Your Work Environment
by Diana L. Martin
It’s the new year, and you know what that means - time to clean out last year’s files, put them in storage, and set up new files for the new year. Ugh. Nobody looks forward to that job.
Do you know what else needs to be organized? Your workspace! Creating and maintaining a well-organized and efficient work area is crucial for productivity and today I’ll give you some basic tips to declutter, organize, and optimize your work environment. These tips apply not only to your individual desk but also to common areas and storage closets. Organization is key to a well-run office!
Tip #1: Start with a Clean Slate
To start, clear your workspace completely and evaluate each item before placing it back. Do you really need this item? When was the last time you used it? If you no longer need it or it serves no purpose for you, put it in the supply closet (if your company has one) so it’s available for someone else to use. If you don’t have a supply closet, discard or donate these items.
Tip #2: Categorize and Prioritize
Sort the items you’re keeping into categories based on their purpose or relevance. Put frequently used items (calculators, pencil cup holders, telephone, stapler, etc.) within easy reach. Small supplies or anything that you use less frequently should be stored in an available storage space. Using storage options like shelves, bins, drawers or other organizers will keep your physical workspace tidy. Assign a specific place for each item to minimize clutter.
Tip #3: Minimize Paper Clutter
Go digital whenever possible. It’s a bit ironic for me to say that because I am still very much a paper person. I want paper copies of important documents but even I have to acknowledge the benefits of digital copies, so I have started keeping both for some of my important personal files and just digital copies for less important documents. Using digital note-taking apps like Evernote or the sticky notes app that comes with Windows is a great way to reduce the use of physical paper. Not everything can be done digitally for a variety of reasons, but the key word here is reduce. For files that you access daily or weekly, put them in file folders and use a sorter or desk tray to keep them organized.
Tip #4: Create an Effective Filing System
This tip ties in with Tip #3. For the paper copies you keep, establish a logical file structure by creating a hierarchy of folders and subfolders that make sense for your work. Use clear, descriptive names for files and folders to locate them later easily. Use consistent naming conventions that include relevant details like name, date, or project to make it easier to locate and organize files. Color-coding files also help to quickly identify and retrieve files by creating a visual cue. You can color code the entire file folder or, if you don’t want to go to that expense, you can just color code the folder labels. Lastly, label everything. Clearly label physical storage spaces like shelves and drawers. Labeling cables, wires, and devices help to avoid confusion. (I know cables and wires don’t have anything to do with a filing system, but I thought I’d throw that extra tidbit in there for good measure as long as I was mentioning labels.)
Tip #5: Implement the "One In, One Out" Rule
The “one in, one out” rule is simple: Whenever you acquire a new item, remove an existing one. This practice helps maintain a clutter-free environment long-term. Granted, you may not always have something that you can remove, because if you followed Tip #1, you only have essential things on your desktop and in your drawers, but if you re-evaluate from time to time, you may find something that you’re not using as much any longer that you can get rid of.
Remember, organizing and optimizing your work environment is an ongoing process. Regular maintenance and periodic review of your systems will help you maintain a clutter-free and efficient workspace!
