Dealing with Paperwork Effectively

KEEP A CLEAR DESK!

There is a sign which says ‘A clear desk is a sign of a sick mind!’. In very rare cases a clear and I mean a completely clear desk can signal that you do not actually have enough work to do. This is very rare. In most people’s experience a clear desk is a signal and a trait of someone who is organised, professional, effective, on a mission and going places. There are numerous benefits of keeping a clear desk; here are just a few:

1.     It’s more motivating when you come into work in the morning.

2.     It stops people putting things on your desk – people often hesitate to put things on top of a clear desk; they would rather put it in a tray or will wait to give it to you.

3.     You lose things less frequently.

4.     You are less likely to be distracted by pieces of paper, files or reports that catch the corner of your eye when you are working on something else.

5.     You are less likely to spill coffee or drinks.

6.     You are less likely to lose important messages or post-it notes (I have missed whole meetings, because somebody kept a post-it note on their desk which got buried and forgot to tell me the message).

7.     It gives clear signals to people that you are organised and use your time well.

8.     It creates a sense of efficiency and an air of authority in an office.

Whilst the benefits may be many, actually achieving a clear desk can seem a quantum leap for some people. Here is a step-by-step process that will help you achieve this clear desk.

DEJUNK YOUR DESK: FOUR TOP TIPS

1.      Think about how often you use different objects and store them accordingly. Keep the desktop free for in-trays containing urgent paperwork, a pot of pens and the phone, with a list of most-used numbers and a book for messages to yourself.

2.      Take time out once a week to sort the paper on your desk into four piles: stuff to act on, stuff to bin, stuff to file, and stuff to pass on. It shouldn’t take you more than a few seconds to make each decision.

3.      Revamp your filling system. Keep files lean and bin anything that is duplicated before you put it away.

4.      Take 10 minutes every morning to organise your day. Make a list of priorities and tackle the most challenging tasks first. Mornings are your most creative time.