Kristin White del Rosso, Pea Organizing Services, Inc.

How to Keep Your Desk in “ORDER”

Are you among the 25 percent of workers who save things in piles rather than in files? Are you the type of person who likes to “spread” out their work all over the desk during the day? Do you sometimes have a hard time figuring out where to store the odds-and-ends items such as computer disks and file folders that you need at your fingertips?

If you answered yes to any or all of these questions, you could probably use some useful tips to organize your desk and to help you work more efficiently. Don’t fret if your desk is a mess. The fact of the matter is that you are not alone. However, this doesn’t mean you should continue to keep your desk in disarray.

According to Fast Company magazine, 48 percent of American executives admit to having a messy desk but claim to know where everything is. However, 12 percent say that although their desk appears organized, they have no idea where to find anything.

So, what can you do to reclaim your desk and create a more functional work environment? The number one rule of thumb when organizing your desk space is to keep this objective in mind at all times:

The desk is a place to do work, period.

Here are some steps to help you create and maintain a functional workspace. Just remember this simple acronym—ORDER (organize, retrieve, designate, empty and reorganize).

• ORDER: Are you left- or right-handed? Put everything you need to reach on your preferred side. For example, if you are left-handed, put all pens, calculator and writing equipment on the left side.

• REMOVE: Remove items that you do not use every day, such as planner/calendar inserts and office supplies (e.g., print cartridges, extra paper clips, blank CDs). Keep out only the items you need the most often such as the phone, stapler, pens and your organizer or Palm Pilot™.

• DESIGNATE: Place items that you use together in logical zones. For example, keep a pen and pad by the phone for messages. Put disks and computer manuals by the computer.

• EMPTY: Keep the center area clear at all times to use as your work/writing space. If you need access to multiple files, keep them handy with a desk file organizer and put them back as you move onto the next project. This will prevent you from spreading out the desk clutter.

• REORGANIZE: Take a few minutes at the end of each day to clear your work space and tidy your desk so it is a welcoming place to work the next day. Plus, you’ll be able to jump right into work the next morning, rather than be overwhelmed or distracted by a pile of folders and papers scattered about your desk.

Before you get your desk in “ORDER,” remove everything except for the computer and phone. The best way to reorganize is to start with a clean slate and to have a plan of where to store extra items. Designate a closet or other storage area (such as a tall cabinet with doors) for extra supplies, and have plenty of file cabinet space with empty folders. Gather some boxes and sort the mounds of clutter by box (e.g., files, office supplies, items to throw away). Then group together items that will remain on top of your desk such as a Rolodex, pen container and file holder. Next, sort items by logistical zones and store them in their new places.

If you have extra quantities of supplies, such as several reams of printer paper, consider storing the box in your office closet and keeping a ream of paper by your printer so you have paper on hand, but put the box out of the way to avoid tripping over it or using it as a makeshift table for more clutter.

You’re probably dreading that mound of random papers and file folders. First, decide what you’ll keep and toss. Organize loose papers by subject (e.g., health care, specific work projects). Then create folders for each pile and file the contents in a file drawer. Keep the hanging file tabs well marked so you can easily find the file and put away future documents.

By taking this proactive approach to keeping your desk in “ORDER,” you’ll be keeping both your professional and personal life in order too. It’s a win-win situation and will give you peace of mind and help you be more productive.