Clients often ask me why their office doesn’t stay organized. My response is always the same: office organization, like any other type of organization, requires upkeep. Upkeep is described as “E” in the SPACE system. “E” stands for Equalize, which is the maintenance required to keep the system working once the organizing project is complete. Like paperwork, email, calendar management, or any other task, organizing is not a one and done thing. It requires regular work to maintain.
As a reminder, SPACE stands for Sort (like with like) Purge (unneeded, unused, unwanted items), Assign a Home (figure out where items will live) Contain (prevents one group of items from negatively impacting another group of items) and E (Equalize.)
I also use the SAVE process to create organizing systems. The best organizing systems, and those that last the longest, employ Simplicity, Accessibility, and Visibility, Every day.
Both strategies can be utilized to organize your workspace.
So, how do you maintain an organized office?
First, SPACE your workspace. SPACE everything – the desks, the drawers, the shelves, your file system, and, if it’s used as storage, the floor.
- Set a timer for 15-20 minutes, and then do as much as possible in the area in which you’re working.
- Establish your decision matrix. If something is broken, out of date, no longer relevant, makes the office look cluttered (say, excessive décor), or you otherwise do not love, use, or need it, consider downsizing it.
- But, do be aware of any industry compliance issues when downsizing. Industry compliance applies mostly to documentation but can apply to other things as well.
- Remember that sometimes documents need to be kept even if there is not an immediate (or potentially ever) use for them.
Once an area is SPACE’d, set up Zones.
- Determine which type of work happens where and set up zones to facilitate this.
- See my blog post on zones for more information on this part of the organizing process.
Use the ‘Fingertip Method’.
- Items used regularly should be within reach so you don’t have to get up to retrieve them.
- This includes writing implements, a stapler, phone stand, scissors, tissues, places for coffee or teacup and water, Post It notes, a note pad and your To Do box. And of course your desktop or laptop, or both.
- Items not needed on a regular basis can be stored elsewhere.
That takes care of your physical space. The final step to maintaining an organized office is organizing your virtual desktop. A cluttered desktop reduces productivity because it takes longer to find what you need. It may even render the search function less productive.
- Use the same principles to organize your virtual desktop that you use for your physical desktop.
- SPACE each file, downsizing items you no longer need, want, or use.
- Then place the remaining files into organized folders.
- Consider setting up a File Index so you know where items are located.
- Do this in small chunks of 15-20 minutes on a regular basis to avoid build up.
Lisa Mark, C.P.O. is a productivity expert and Certified Professional Organizer. Contact Lisa if you would like to find out if she is a good fit for your organizing or productivity needs.