Clean Slate of Mind

In: Systems

1 Jul 2010

desk-clearAh, the clear desk.  There’s nothing like it.  It represents control and a sense of accomplishment, but it’s more than just a nice idea.  A clear work surface is nothing less than your MOST valuable organizing tool.

That’s right.  I said organizing TOOL.  As with all tools, a work surface performs best when it is used with the right purpose. Storing junky tchotchkes on your work surface is like using a hammer to saw a plank.  So what does your work surface need to be dedicated to? PROCESSING PAPERWORK.

To understand why this is so important, compare your office to your computer’s hard drive.  A computer uses thousands of megabytes on applications and documents, but it must reserve a certain amount of random access memory for PROCESSING data or it will get overwhelmed and crash.  If you run out of work surface to process paperwork, then YOU will be overwhelmed and crash!

Now, perhaps you’re saying “Yeah, but I need everything out where I can see it!” I agree that if you need to make a point of acting on something, it must be visible.  The trouble is, if everything is important then nothing is important.  To give your to-do’s the best odds of getting to DONE, they need to be visible, vertical, and minimal. There are ways to achieve this focus that preserves your work surface.

And I know it’s not all paper that ends up on your work surface.  To really free up all the processing surface you need to stay in control, it’s best to start from scratch and target your office. You will encounter some items that don’t seem to belong anywhere, but ultimately every item has a category.

There’s a joke that goes something like this.  If a cluttered desk represents a cluttered mind, what does an empty desk represent? I guess it’s a very western belief that “open” equals “empty” or “barren.”  The ancient Chinese practice of Feng Shui is framed around the belief that there is energy (chi) in everything and that it flows more freely in open spaces.  At this moment as I write, my desk is completely clear and I and I feel this energy.  I’m am completely focused, calm, and awake.  There’s nothing “empty” about it.  There is power in the openness.

Make no mistake, I clutter up my desk many times throughout the day.   Your work surface exists to be worked on.  That’s the whole point, but at the end of the work day, be sure everything you’re working on has a reliable home.  When you begin the next day with a clear work surface, you begin the day empowered.

biz-cardsGot a lot of business cards piling up, that you never find the time to organize? As with so many organizing challenges, the answer lies in the divide-and-conquer approach.

Collected in piles or bundles, business cards tend to take up residence, but broken up into simple categories they become more useable.  If they’re not useable, why keep them at all?

I’m not a fan of the Rolodex for three reasons:
1. No matter how large, the Rolodex is rarely an adequate size for all your business cards.
2. The Rolodex sorts alphabetically, which can often be confusing in finding a card.  Do you sort by personal name, company name, or profession?
3. The Rolodex takes up too much valuable surface area.

I recommend a 1-1/2 inch binder with business card pages.  I emphasize 1-1/2 inches because more than that becomes clumsy and un-useable.  Again, if it’s not useable, why keep it?

Label each page a category.  This does two things. It provides room to grow for resource you may want more of and it sets a limit on items within a category.  Can you really use more than 20 lawyers?
Here are some categories I have found in almost every household:
doctors, health, lawyers, finance, insurance, contractors, home services,
real estate, restaurants, shopping, and assorted services.

Here are some additional categories I find with typical businesses:
Business services, computers, marketing/public relations, and graphic designers/photographers.

The answer to where you should keep something always lies in the question WHY you are keeping something.  Business cards are no exception.  Here then are some less obvious categories:  odd services (fits no category), people I know (people whose services you have no intention of using, but you know personally), my cards (a professional history of your different business cards), and blank cards (ready to fill out for contacts without business cards.)

One thing I hear a lot is “I just need to find the time to scan them all, then I can throw them all away.” I have yet to meet the person who has all their business cards scanned and in their data base, but I don’t think there’s anything wrong this goal.  In the meantime, however, my binder plan would put you way ahead on this goal, quickly and easily.

Finally, there are just some cards you use more than ever.  Again the question of WHERE you keep them comes back to WHY you keep them.  A clear shoebox sized box will do for the back up supply and for a handy assortment of your favorites, again keep them in a business card pages.  I like to keep these pages inside a large clear envelope inside my work bag, so I always have them when I need to refer my favorite services.

bathroom-1It’s very rare that a client needs me to organize the bathroom.  There are several good reasons for this that can be used to organize other rooms in your house.

Dedicated Zones

Any room is much easier to keep organized when it has clearly dedicated zones, but in a bathroom, these dedicated zones are defined by rigid structures.  The tub, toilet, and sink all have very specific uses, which you would never consider tampering with.  Also, they provide very limited areas for piling clutter.

Limited storage

Except for maybe some small shelves and a shallow medicine cabinet, the biggest storage area is usually under the sink or maybe a small closet.  In a typical bathroom there is a natural delineation between what I call the showroom and the stockroom.  The less stuff you have cluttering your surfaces, the easier it is to get things done.  I compare these open areas to an uncluttered attractive showroom floor of a clothes shop.   The large area under the sink or in the closet is the stockroom, where you store back up inventory.  You only need to keep a limited number of samples on the showroom floor.

Circulation

With the exception of a relaxing bath, we don’t like to spend too much time in the bathroom, which means we don’t have the same time to settle in and accumulate things like books, mail, drinks, coasters, or snacks, that we might collect in a living room or den.  We circulate in and out like the water circulates through the pipes.  Circulation prevents accumulation.

Strictly adhering to dedicated zones, limiting your showroom samples, and circulating items freely will keep you as organized in other rooms in your house as you are in your bathroom.

120109_buvssfu0105The World Cup has turned my thoughts to soccer, but not away from organizing.  There’s a useful organizing analogy out there on the football pitch.

How well do you think a team would succeed if their strategy was to collect balls on the sidelines? Their chances of winning would be even worse than North Korea’s (5% according to the Daily News).   An essential step to achieving YOUR goals is to be sure you at least keep the ball in play.

That may sound so obvious that it doesn’t bear saying, but here’s the point.  Good organizing is about having the ability to circulate the items you need to the goals you want.  All too often we are satisfied with storage that simply makes room for the stuff we have, but does nothing to keep these items findable and useable.

If there’s no expectation for an item to be AT LEAST findable then there’s no point in keeping it.  Even archive files need to be “in play,” on some level.  Sure they can sit for 7 years or so, but at some point, most of them need an exit strategy.  Think of it as a 7 year plan to get them to their goal.

Just as a soccer ball needs to advance down the field in a series of stages before it arrives at it’s goal, items in your home need to advance in a series of stages before arriving at their final goal.  Otherwise they accumulate in piles of clutter.

It’s particularly important to keep perishable items like food and batteries “in play” or you’re just throwing money away.  Again, it’s not about using everything you have as soon as you purchase it, it’s about keeping the ball in play and advancing it towards your goal.  Are you keeping the extra mustard in the cabinet where you can see it? Can you see how many you have?  Can you see that you’ve got more than you can eat before the newest one expires?

The difference between the soccer field and your household, of course, is that you are not facing an opposing team.  The only obstacles that come up as you advance items down the field to your goal is time, other priorities, and the habit of hiding items away so they’re not in play.  Tackle that last obstacle for good.

basement-afterHere’s a multiple choice question.  Fill in the blank with the best choice.
“Just put it away in the_______________.”
A.  Attic
B. Basement
C.  Closet
D.  All of the above.
Of course the correct answer is “D.”  Attics, basements, and closets are our storage friends.  All too often, however, they turn into forgotten wastelands.  It doesn’t have to be this way.  Here are some ways to make these storage areas more user-friendly.

Keepsakes

First and foremost, admit that this is a major category.  I see it in EVERY home we work in.  These are sentimental items that bring back special memories, but you have no intention of actually using or displaying. If they’re worth keeping, they’re worth keeping well.  Clear plastic boxes or drawers are the most user-friendly, but if you require 30 of them, they can get quite expensive, so do a focused sort and purge first.

Old files

I get it.  You need to keep these, just in case, but their location in your attic, basement, or closet should be as remote as the likelihood of retrieving them.

Luggage

Luggage can take up a lot of room so it often ends up in the basement or attic.  This makes sense, but reserve a spot near the entrance, especially if you travel several times a year.

Holiday/Seasonal

Holiday and other seasonal items belong somewhere between the old files and the luggage.  Don’t bury them too deeply, as their storage and retrieval may be required up to 6 times a year or so.

Kid’s stuff

Kid’s stuff is an all too general category, which I hear all too often. It requires some subcategorizing to organize in a user-friendly fashion.
1. The first subcategory is kid’s schoolwork and artwork. This can represent a huge amount of stuff.  I discuss how to control it in my children’s artwork post.

2. Next is the someday toys and equipment.  To me the idea of keeping old stuffed animals, Lego sets, bored games (misspelling intentional), baby cribs, and strollers for 20-30 years in the unlikely event that they will be genuinely appreciated, at the expense of some valuable storage space doesn’t make sense, but I’m not a mom, so I can accept that I “just don’t get it.”  I would, however, suggest stowing this stuff very remotely, perhaps under the attic eaves, behind the boxes of old files.

3. Finally, there’s outgrown clothes.  The key to sorting these out is to get clear on WHY you are keeping them, because odds are good there are several different reasons.  If they’re for the next baby be sure to keep them in moisture resistant boxes, clearly labeled by size. If they’re handmade or special in any other way, without the intention of being used, store them with the other keepsakes.  If your kids can’t wear them and you just can’t stand to waste them, then don’t.  Make a donation.

Donations

Speaking of donations, I recommend collecting these in your garage or near your home’s exit.  The closer to the exit your donations are, the better your odds are of actually donating them.

For tips on how to get the most out of your closet space, check out my series on closet storage.  For more on attics, check out Attic Attack.

About Matt Baier Organizing

Professional Organizer Matt Baier and his team declutter and organize homes and offices in Stamford, New Canaan, Greenwich, Westport, Darien, Norwalk, Fairfield, Westchester County, and New York City.

My Fieldset
  1. (required)
  2. (valid email required)
 

cforms contact form by delicious:days