• Do you feel like you need help organizing?
• How many times do you do the “paperwork shuffle” each day?
• How often do you misplace a file?
• Do you know what your schedule looks like at the beginning of each day?
• Do you take time for you by taking a lunch break?

Getting organized is the easiest way to find more time in your day.  I am going to share with you ways to organize your workspace to save time throughout your workday.

Find your files more quickly

Organizing files is a task that everyone dreads, but it does not have to be that way!  Creating a filing system for quick retrieval will help you find files within seconds, and help you avoid moving paperwork from one place to another.

I enjoy trying out new filing systems, but I always end up reverting to an old standby that works best for me.  Here are the details:

Do not store piles of papers or projects on your work surface. These things will distract you when you see them out of the corner of your eye. You should not have to spend unnecessary time shifting papers to make room for projects when you’re ready to begin working. If you move your piles of paperwork around, you will later have to sort through multiple piles that have been combined into one.

Cleaning and purging will condense the amount of room you need for filing, therefore enabling you to keep all your files within reach.

I personally have three types of files, which I group according to the frequency they are used:  daily, weekly, and monthly or less.

When you are ready to get started, you need to gather the following items:

•    Small Post-it® notes
•    Something to write with
•    Garbage can

Gather your files and piles, and begin by sorting one area at a time using the guidelines below.  When sorting, use your Post-it® notes to record the name of the file so it will be easier to make labels later.  Once you complete one area, move on to the next.  If you will not need to use a document again, toss it in the garbage can or recycle bin.

Sort all papers and files into the following piles:

•    Daily Files – Anything you access daily
•    Weekly Files – Anything you access weekly
•    Monthly Files – Anything you access monthly or less often

When you are done, you should have only three piles and hopefully a full garbage can.

Now that you have your piles, pick one and begin making your labels.  Make sure you do not mix your piles when making labels or you will have to spend extra time sorting them.  Work your way through each pile until complete.

Once you have labeled your files, what are you going to do with them?

•    Daily files go in a tiered file sorter on the top of your desk.  If you do not have room for a tiered sorter, you can use trays.  When using trays, keep in mind that these can take up more room.  The idea here is to keep them within reach and still be able to talk on the phone if you need to.
•    Weekly files go in your desk drawers.  These files should still be accessible from your chair when you are sitting at your desk.  You should not have to get up to retrieve them.
•    Monthly files go in a file cabinet somewhere in your office.  Since you will not be accessing them very often, getting out of your chair is OK.  These files will not be taking up your prime filing space.

Now that you have finished filing, it is a good time to add an in-box and out-box to the top of your desk!

Here are a couple of tips for out-box usage:

•    Hold on to items that need to be copied or faxed.  Save some time by making copies or faxing multiple items in one trip.  Making a separate trip for each item eats away time in your day more quickly than you realize.
•    Store documents that will need a file made.  I keep blank files in my weekly drawer, and I pencil in the file name until I have time to make labels.  This keeps documents together while making retrieval easier if I need a document.  I find that it is quicker to scan file folder tabs than to look through each sheet of paper or each packet.

Now that all your papers have a home, you will be able to focus on one project at a time.  Projects that are not due until next week will not be pulling your attention from a project that is due today.  You will finish your projects more quickly with improved quality.

Turn your desk into a useable workspace

Cleaning off your desk will leave you room to use it as a writing surface again while keeping items you use regularly within reach.  You will save time and improve your overall workflow.  I hope that you have finished organizing your files so we can get started.

First, move everything off your desk, except for any electronic equipment that may be too heavy or difficult to move.  Now that your desk is empty, give it a good cleaning.  This is also a good time to dust off your electronic equipment and to use an air duster to clean between the buttons on your adding machine and your keyboard.

Now that your desk is empty and clean, you can start adding your office tools.

Adding them in the following order will also help increase usability:

•    Adding machine – place it where you can use it comfortably without moving it before each use.
•    Phone – consider the placement based on daily use.  If it has a cord, be sure to maintain your ability to write without the phone getting in the way.
•    Daily files – in a tiered file sorter (or trays) placed within reach while you are sitting in your chair.
•    Portable calendar (if you use one) – placed within reach, but out of the way.  I keep mine just below my monitor so I can slide it into the empty work surface when I am writing in it.  I had a monitor riser, but it took up too much room when I purchased a new desk, so I had my husband build one for me and it holds my paper planner perfectly.
•    In-box – on a corner, but close enough so others can add items to it.  Nothing is more aggravating than looking for a letter that ended up inside a project file I was working on, or finding a pile of mail sitting on my chair!
•    Out-box – placed just below your in-box.
•    Business cards – either on your desk in a card tray placed out of your way or stored in a box inside your desk.
•    Note pad – placed to the side but within reach.  (Helpful if you do not use a portable calendar to take notes.)
•    Pen/pencil holder – within reach but out of the way.
•    Stapler – placed within reach but out of the way.
•    Staple remover – can be stored within reach, but out of the way.  Inside a drawer works too.
•    Tape – store close enough to reach, but out of the way.  If you do not use a dispenser, you can store it in a drawer.
•    Paper clips – placed within reach but out of the way.
•    Post-its® – placed within reach but out of the way.

Phew!  You should now have a perfectly clean desk that is equipped and ready for a productive workday.  If your work requires any additional tools, you should add them, but remember to place them in locations that are functional where they sit.  You should not have to move these items each time they are used.

After arranging your desk, you may realize that you still have a few items left over.  Go ahead and add the following items to personalize your space and make yourself feel comfortable and at home.

•    A coaster to soak up any little splashes and keep items from getting sticky.
•    A favorite coffee cup or water bottle.
•    A family photo or two.

At this point, I hope that you do not have anything left to put on your desk.  If your desk previously held more items than this, you were probably forced to move things in order to do your work!  If there are still a few items left over, you may need to ask yourself these questions:

•    How often do I use it?
•    Can I store it in a drawer instead?

Once your desk is clean, spend a few minutes at the end of each workday to clean it off so it looks like it does now.

Imagine walking into your office first thing in the morning to find a clean desk!  This can set your mood for the whole day!

Utilize a calendar for an overview of your day

Do you know what’s in store when you begin each workday? Do you know what appointments you have? Do you need to follow up on something today?

Using a calendar, either paper or electronic, will help you see the big picture of your workday.

Maintaining one calendar for both home and work will save you time and prevent missed or double appointments. For example, there may be times when you are out running errands and need to schedule a dentist appointment or think of a key point you want to address in a business project you are working on.

Do you prefer a paper calendar or an electronic calendar? Or are you like me and you prefer both? Either way, it is possible to maintain one calendar!

An electronic calendar is my primary choice, but because I have a hard time saying no, I choose to carry a paper calendar. I pencil in appointments and plans in the paper version. If I am away from my desk and someone wants to schedule something, I politely explain that I need to check my electronic calendar. I do offer to pencil in the time they prefer. This gives me the opportunity to think about whether or not I want to do something and whether the time works well for me.

When manually synchronizing the two calendars, I simply work one day forward. I spend the last few minutes of my workday to sync them by writing in the appointments for the next day.

If you want to make sure you don’t forget to add an important appointment for a future day to your electronic calendar, make a note about this on the current day (not the appointment day) of your paper calendar, so you can add it to your electronic calendar at the end of your workday.

When using a paper calendar, you may wonder whether it is best to use daily or weekly views. If you have a lot of appointments, a daily view may work best. If you do not have as many appointments, the weekly view will provide an overview of your whole week.

I prefer to use a daily view, even when I don’t have a lot of appointments. I also use it to record notes, ideas and meeting notes, and it holds my “Daily Action Plan for Success.”

You may need to try a couple of versions before you end up finding what works best for you. Sometimes you just have to find out what isn’t working so you can find what will.

Do you take a lunch?

I know what you are thinking.  “How is taking a lunch going to give me more time in my workday?”

Great question!  By taking a lunch every day, you are giving yourself a much-needed break and recharging yourself for the afternoon.
If you do not currently take a lunch, try it for one week.  Notice how much more productive you are when you take a break.

If you take a lunch but eat at your desk, make sure you are not focusing on work.  All too often, eating becomes nothing more than a habit, and we are not even aware that we are eating, let alone tasting the food.  If you become bored when you are eating and you need something else to do, try catching up on a good book.  Do something other than work.

If you do not eat lunch, take the opportunity to get out of the office and catch up with a friend.  If you do not have the time to get away for a full hour, take a short walk.  Nothing leaves you feeling more refreshed and rejuvenated than some fresh air!

Some of my past co-workers worked through lunch thinking that it made them more productive or helped them catch up on their work.  All it did was cause them to be less productive in the afternoon.  The whole reason to take a lunch is to fuel your mind and body so you will be refreshed and ready for the rest of your day.

You have accomplished a lot so far—I am proud of you!  Have you had the opportunity to work in your newly organized space?  Doesn’t it feel good to work in a clear space?

Sometimes simply getting organized will create more time in your workday, enabling you to accomplish more in less time.