How Do I Organize my Desk and Paperwork?
by Marcia Ramsland, author of
Simplify Your Life: Get Organized and Stay that Way!
One of the most frustrating time wasters is getting through all your
paperwork in a day. Is there a setup system to streamline your desk? Yes! Just
follow this setup that I have used with hundreds of clients. Here's the order to
walk through a streamlined setup:
Simplify the top of your desk. Stack papers into a neat pile or piles on one
side of your desk. Work until you create a clear workspace in the center of the
desk. Get rid of any old Post-it notes and desk clutter. Take a moment to dust
or wash the desktop, especially if it’s been awhile.
Mentally divide your desk in half horizontally. The half closest to you is
the “Inner Workspace,” while the top half is called the “Outer Workspace.”
Divide these halves into three imaginary sections -- left, middle, and right --
which will help you strategically set up your workspace. This system works on
any workspace including a countertop.
Inner Part of the Desk: The three sections closest to you as you sit at your
desk are called the “inner” part of the desk. They should contain your current
work in the left-hand or right-hand corner as you sit down at your desk, a clear
workspace in the middle, and another clear space in the other front corner. It
is important to keep the inner part of the desk organized and clean to focus on
the work at hand.
Outer Part of the Desk: The top half of the desk is considered the “outer”
part of the desk. This area generally includes your phone, your planner, a
personal computer, and an “outgoing” corner.
To make the most of your desktop, designate one corner of your desk for
incoming paperwork and projects. If you’re wondering which corner to use, choose
the corner that you pass when you sit down. Use a clearly marked “In Box,” which
will also help others know where to deposit items that need your attention. On
the same side of the desk, designate the other corner for your “Out Box,” which
you can use for outgoing paperwork like letters and reports.
- Phone: Position your phone so you pick it up on the side you place it to your
ear while your other hand is free for writing. If you spend a lot of time on the
phone, consider using a headset.
- Personal Planner: Your personal planner or PDA needs to sit in one place,
preferably at the top of your cleared workspace. It should be left open to the
current day and easily available so you can write down new tasks that come up.
- Computer: While it’s important to place your computer in front of you, make
every effort to maintain a sizable workspace in front of you. Slide the keyboard
under the monitor or under the desk on a keyboard tray when it’s not in use.
* For the complete chapter and complete desk diagrams on "Simplify Your
Worklife,"
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