The question a new prospect most commonly asks me is “what do you charge?,” but the question a new client most commonly asks is “what should I buy?”  The hope seems to be that I can recommend some magical containers, that will solve the organizing challenges at hand.

Effective organizing begins with subtraction, not addition.

Recently I have been taking different approaches to the same message: organizing is about taking the less important stuff out of the way so that you can get to the most important stuff.

I have been fortunate to see the great sculptures of Michelangelo, including his David in Florence.   Like most tourists, I had come a long way to see Michelangelo’s David, so I wasn’t going to leave without spending some time studying the sculpture and trying to understand what all the hubbub was about.  What was the artist’s vision?

First and foremost, the dude is nude.  I don’t exactly think he’s ready to do combat with a giant just yet.  He does, however, look poised and confident, despite the vulnerabilities of his nudity and youth.  Maybe this nude warrior thing is just part of the Renaissance artist’s love for classicism.  Maybe David is just looking in a mirror and trying on the sling for looks.  I don’t know.  What I do know is, this is not your typical warrior.   Why? Because Michelangelo has chipped away a layer of armor and even a layer of clothes that he might have seen in that block of marble.

What’s your vision for your home office? If you want to bring clients in, do you want them to see a huge collection of framed photos and tchotchkes on your desk surface?  If not, chip away at that collection.  Do you feel overwhelmed by those piles of paper everywhere? If so, chip away at those piles.  Do those rows of reference books feel necessary, now that you can get so much information online?  If so, chip away at the excess books.  When you’re done chipping away, you should be left with the productive office space you envisioned.

At the opening I said that sculpting is MORE like sculpting than painting (not EXACTLY like).  That is because this is not a perfect analogy.  After you have sculpted down to the essentials in your home office, you may need to ADD certain containers and structures to stay organized, but it is not possible to choose the appropriate structures until you have arrived at the appropriate quantity first.  If you’re serious about getting organized, grab yourself a chisel!

It’s the first question I get when an excited client agrees to begin work with me, “What kind of containers should I buy?”  I hate to dampen their enthusiasm, but I always explain that I will determine the appropriate containers and furniture AFTER we determine how much we are containing.  It’s not unusual to end up needing NO new containers!

We do use a ten pack of banker’s boxes, but strictly as sorting tools.  They allow us to focus on editing one category at a time and the boxes get reused multiple times, but ultimately the goal is to empty the boxes, not fill them.

A full, lidded box is great for stacking and saving space, but it can be a dangerous solution if it ends there.  Organizing systems need to be designed around use, not concealment.

Shelves, hooks, and slots make better solutions for items that get used the most.

For items that get used less often, but still need to be easily accessible, drawers are a better answer than stackable boxes.

Even archival storage, which can be less accessible, still needs to be findable.  If you can’t expect to one day find something, what is the point in keeping it at all?

If you must use stackable boxes as an organizing system, I recommend using a clear one with clearly printed labels.

You may think it is obvious what belongs in a clear box, but is it also clear to those who you share space with? Labels remove the ambiguity and set the limits you need to stay organized.

Items that stay concealed in lidded boxes tend to take up permanent residence.  They are hidden and forgotten.  The problem is compounded because this practice no doubt extends to other concealed boxes, often carrying the same forgotten items.

To stay organized you need to get these items out of the box and into more visible systems so they can be seen, used, and circulated.  Circulation prevents accumulation.

This is the seventh in a series of Top 10 Closet Storage Do’s and Don’ts.

7. DON’T rely on your memory to identify a container’s contents. “I THINK I can remember what’s in there.”  Sure, you know now and maybe for a couple of weeks, but over time your memory of containers’ contents fades.  That’s OK!  You have enough challenges in life with your busy schedule and this unforgiving economy.  You don’t need to add “memorize contents of box” to your list!

DO label everything. So don’t think.  Know.  A clear label takes out the guess- work.  I often say the best organizing system is so easy it feels like you’re cheating.  Why NOT make it that easy?  Even with clear boxes and drawers, you should add clearly legible labels.  The written word reinforces the visual clues and if the container is emptied, the label provides a reminder of what the container has been designated for.

Today’s key to unlocking clutter. Labels enable.

 CONTAIN YOURSELF!

For many of us, I think the real excitement in organizing comes from the opportunity to buy more stuff, namely CONTAINERS.  But how can you choose the right container if you don’t know how much you’re containing?

Twenty-two years ago when I attended the School of Visual Arts we would be fortunate enough to see some of the foremost cartoonists of the day demonstrate their craft.  Invariably there would always be one student who would pipe up and ask, “Ooh, what kind of pen are you using?” as if buying the right tool would turn this kid into the next great cartoonist.  So what does this story from my art school experience have to do with organizing containers? Simply this.  It’s not about buying the right tool, it’s HOW you use it.  Here are five tips for picking the right container.

1. Quantity First.  A question I often hear from clients after we empty one of their containers is “Now what do I do with this?”  The answer is, save that question for later because it’s not what’s important.  In fact, it may turn out you might be better off getting rid of that container entirely.  What IS important is to match your need to the right container, not your container to a need.  To determine your need you must go though the process of sorting and purging all the items in your room. I have found no better way to do this than the S.P.A.C.E. approach described in Julie Morgenstern’s Organizing From the Inside Out.  Once you have determined which like items you are keeping, say office tools for example, find a container that is not only big enough for ALL of them, but also leaves some room for growth.  Otherwise, new additions will be encroaching on your valuable work space OR on your other containers.

2. Bunny with Fangs.  Now there’s a scary image for Halloween, but what the heck am I talking about?  I’m talking about all those “cute” little containers that become nothing more than clutter traps.  Why?  Because there was no need fulfilled other than the need to buy something cute.  This goes back to dealing with quantity first, then matching the right container to the right quantity.  If you want to take a first step to getting organized, grab every little round basket with a handle in your house, empty the contents on a table to sort and purge, use some proper containers, then TOSS these cute little baskets.  In this case I DON’T recommend donating.  Why pass that curse on to someone else?  That would be mean.

3. Reveal Don’t Conceal.  For things you don’t use all the time, “out of sight, out of mind” is the way to go, but for items you want to access easily and often I recommend going for clear plastic containers.  Why not make things as easy on yourself as possible? While you’re at it, clearly identify each of these clear containers with clear labels, so your storage system is so easy it feels like you’re cheating.   Your energy is limited.  Don’t waste any more energy than absolutely necessary on finding your stuff.

4.  A Drawer Gives More.  Clear drawers may cost more than clear boxes, but they are worth it, for two reasons.  First, you can maximize your space in closets with drawers because you can fill the top gaps of shelves that often go wasted.  Second, a box that is stacked under other boxes is less accessible than a bottom drawer.  Closets can be great for storing large amounts of stuff, but they can fall short when it comes to keeping that stuff accessible.  Clear, labeled drawers can make all the difference.

5. Squared Away.  Archives, holiday and other seasonal items that don’t need to be quite so accessible, don’t need drawers, but to maximize your space, corners are your friends.   Round or rounded containers waste space.   Also be aware if a container is tapering downward. That can waste space too.  Finally, for really remote items, I don’t have a problem with cardboard boxes, but don’t underestimate the importance of lids.  Not only do lids keep dirt out of boxes but they allow for stacking, so you can get the most out of your vertical space.  

I probably could have entitled this newsletter “Why I hate decorative baskets for organizing,” but I’m trying to offer some POSITIVE advice here.  I hope you find these tips helpful when choosing the right container.

By the way, if you’re wondering what my verdict is on The Container Store, I’m a fan and I often refer clients there, BUT only AFTER we determine the size of their needs.  If there are any representatives from The Container Store reading this and you’re worrying about me making your customers wait, you should know the good news:  I almost always have to recommend the LARGER containers;-)