And everything in its place. Recently, I listened to an excellent audio book on organization techniques. David Allen’s “Getting Things Done” could be pegged the “One Minute Manager” for how we work today. Part of his message has to do with the impact of clutter on our productivity, in the context of our ramped-up information age. I think it especially applies to our creative mode, when we need unclouded focus to dream, think and plan.
Most of us understand that a clean, uncluttered project room or work environment is a productive one. We are just too busy being creative and productive in spite of the clutter to keep things orderly. If it’s time to take action, though, get started by 1) starting fresh with a really clean space, and 2) tuning up your filing system.
The Clean Sweep: Purge Overdrive
Allen recommends, “it’s good to regularly purge and reorganize the desk, drawers, shelves, countertops and files. It’s very easy to go unconscious to stuff just because it’s there, undermining the sense of active utility in your environment.”
So there you have it. Take the time one Saturday soon and get ruthless (heck, dedicate a work day! Allen recommends companies take one day a year to purge and re-organize work spaces). Shovel out that stacked-up project area, kitchen cubby, or home office.
Lord of the Files
Make it easy on yourself by filing materials where you can find them again. Even if it’s one page, with one action reminder written on it longhand. Give it its own file folder and place it in your tickler file. If that keeper article or key clipping for your idea file is really that important, you’ll file it, too. Create separate filing areas:
1. File resource material you want to keep for reference on bookshelves or a file cabinet. Keep magazine collections in magazine holders on bookshelves.
2. Separate and organize material that’s related to current projects into hot files or bins.
3. File papers that require your action (the cable bill, for example) in a tickler file.
4. File paperwork that should be kept long term (tax returns, bank and financial papers, paid family bills, insurance paperwork) in a separate drawer of your file cabinet from reference materials.
You may find you want more than one filing cabinet. Allen encourages popping for the good ones. You will be more likely to actually use them daily if they have decent ball bearings, don’t buckle under the load or squeak, and look good in the bargain.
Zen and the Art of Filing
Allen advises: go with simple alphabetization in filing in folders, and you will save yourself time and exasperation later wondering how you cleverly classified your stuff. And, if you’ve always wanted a new-generation (post-Dymo) label maker, like I did, here is your permission to go ahead and order it up. Allen claims that printed labels improve the whole experience of searching your file drawer, and that typeset labels dress up your folders so they are presentable for meetings. I can now personally vouch for both points being true.
Your new, improved filing system is where the ideas in the back of your head, the “blue-sky” projects, and the nitsy task lists attached to that kitchen upgrade belong. Not in your head. In your head, they cause a nagging drip-drip-drip of distraction. In a file cabinet or tickler file, they are simply waiting for you to come to them in an orderly progression. By the way, your brand new filing system is also where the daily feed into your paper mail inbox will find a home, unless it’s headed for the circular file.
Inspired? Check out over thirty new home office accessories and organizers in contemporary styles and colors, in our new Home Office area.
Get the down-low from the guru: Go to David Allen’s web site at www.davidco.com to look into his excellent book “Getting Things Done,” as well as free downloadable white papers.
