Does your space need a tune-up?

I suppose even a professional organizer can become stuck in a rut J.  A couple months ago I tried to stuff some unruly plastic bags back inside themselves under a deep kitchen cabinet.  Suddenly, I asked myself why on earth I had not purchased a plastic bag sleeve.  Then I asked myself why this imaginary bag sleeve was not hanging on the inside of my kitchen cabinet. 

This solution, while so simple and intuitive, seems to have evaded me for the first year I have lived in my apartment.  The irony is that in a client’s house I would have seen the same issue a while ago and made the proper storage suggestion.  Why did it take so long?  Even organizers can get stuck in a rut.  We all do it.  We are used to using our space a particular way.  We are accustomed to viewing it a certain way.  This means that every space, even one belonging to an organizer, needs a tune-up every once in a while. 

Spaces that could benefit from a tune-up are highly used, high traffic areas such as an entryway, kitchen cabinets, a closet or an office drawer.  I like to open up a cabinet, step back and ask myself:

Does this set-up work well for me?  What don’t I like about it?  What would I change?

What can I do to suit my daily needs more effectively?

Is there a product that would make this space more efficient?

I would encourage you to perform a tune-up every six months unless the need arises earlier.  Remember that any well-organized space at some point needs a little reassessment to ensure it is working well and to its fullest potential.

Quick and easy drawer organizers not from the store

I was in the process of setting up my home office when I hit a snag.  There were no containers to separate and divide the space in my desk drawers.  It was silly to drive out to the store right at that moment to buy partitions and inserts when I had other tasks to attend to, but I didn't like the idea of placing all my supplies and necessities in the drawer where they could all mingle, get mixed up and become frustrating to use before I was able to shop.

I sat in my chair, letting my eyes wander hoping to get some sort of revelation.  My gaze fell to one of the check boxes I just received in the mail.  That was it!  I had about four check boxes from various accounts in my possession.  Why did the boxes need their covers?  Instantly my problem was solved.  I now had a neat little space for my extra pens, my phone charger cable and usb drive (not to mention the battery charger) and a place to neatly stack my index cards and sticky notes. 

My drawers were now easy to use and I could see everything at a quick glance.  The large hard drive and various other over sized items didn't bury my little office supplies because they were neatly stored in the check box covers.  This reinforced the truth that organizing solutions don't have to be pricey and from the store...Two months later I have not gone shopping for dividers because my drawers work just fine with a home-made solution!

De-clutter your desktop

There is only one thing you must know for maintaining a clutter free desktop: Keep only items you use regularly on the surface of your desk.  The desktop is prime real estate and should only be home to things essential to your everyday work, such as laptop, writing tools, phone and maybe a few active files.

If you must keep active paperwork on the desk, put it in file folders for each project and place the folders in some sort of desktop file holder.  Some file holders come with drawers and cubbies for pens, paper and frequently used office supplies.  Others can be open file stands or enclosed file boxes,  ensuring there is a product out there to suit your specific needs. 

Simplicity is best, so try to keep the essentials down to a minimum.  Adding shelves above a desk is a great way to store resources you access regularly, and drawers can be used for items you don't need at your fingertips.  Once again the rule is to only allow items that are essential to your everyday work a place of honor on your desktop.  

Technology doesn't always fix the problem

I met with a prospective client a few weeks ago to discuss the possibility of organizing her business office. During our initial consultation we talked about the problems she was facing with her desk and why it was always unkempt. At one point in the conversation our attention turned to the disorganization within her computer and why her computer files and emails were not being managed properly. It highlighted an often forgotten fact…Technology does not automatically make a person organized! In fact, sometimes it can make their situation worse. My prospect’s desk and computer were remarkably similar: her papers were all mixed up on the desk and so were her computer documents. Her physical filing system was not functioning properly, and she had not yet created a system for her computer files that was efficient and effective. In the end I believe that good habits and discipline make someone organized, not necessarily the technology they use. For some people, electronics and technology are a God send and make life easier. For others, it highlights and accentuates the current lack of organization.

10 simple ways to organize your office and manage your time

1) Keep a master list of your projects. Draw weekly and daily tasks from this list. 2) To minimize papers on your desk, keep all current projects in folders, either in a filing cabinet or a desk-top file. Pull a file only when you intend to work on it. 3) Designate a time everyday to answer emails and return phone calls. This reduces distractions and the tendency to get caught up in lower priority issues. 4) Do not stuff a filing cabinet drawer. Filling a drawer to its maximum capacity makes the drawer nearly impossible to flip through. 5) Designate a place in your office for all supplies, electronics, multimedia, papers and desktop necessities so your office is divided into zones. 6) Make sure the supplies for the activities you do the most are closet to your desk or at least easily accessible. 7) Retain the information, toss the paper. 8) Utilize the vertical space in your office by using wall pockets, memo boards and shelves. 9) Use drawer dividers and trays to help organize drawer contents. 10) Tidy up your desk at the end of the day. This gives you a fresh start every morning, as well as allowing you to return everything to its proper home.

Purchasing a good file cabinet

So you need a place to put all those papers. A filing cabinet is the obvious solution. But you want to get one that will last and fit your needs adequately. Take these points into consideration when you shop for a filing cabinet, whether it is for home or business use.

1) Do you want legal or regular width drawers? If you prefer legal size papers, buy a cabinet specifically meant for legal size files. Trying to transform a typical filing cabinet into a legal size one wastes a lot of valuable space.

2) Be sure the drawers run on tracks. If the drawers are free and simply slide out they will be difficult to move once they are fully loaded. Invest in a cabinet with drawers that run on sturdy tracks.

3) Be sure the drawers have high sides so you can use hanging files. If that is not possible, purchase an inexpensive rack to insert in the drawer. A filing cabinet becomes a black hole if manila folders are simply lined up in the bottom of the drawer.

4) Consider the material. The rule of thumb is sturdy. I thin metal file cabinet will buckle over time and a file cabinet made of low quality particle board will not last as long. Invest in a cabinet made of high quality materials to get the most life out of it.

How to clean a buried desk

Tired of looking at a desk covered with papers? Afraid you may have lost important documents in a pile? Purchase manila folders and an ascending wire file rack from your local office supply store. Sort the papers on your desk by project and place them in a labeled manila folder. This will keep your current work visible and easily accessible on your desk.

An alternative is the Pendaflex PileSmart® Desktop Organizer Tray. This tray and divider system allows you to lay papers on the tray and place a divider over them, piling everything up in an organized fashion! The dry erase tabs on the dividers let you to reuse the dividers over again. Check it out at Pendaflex.com