Spring is traditionally a time for “spring cleaning”. When was the last time you gave your office, your business and your life a spring-cleaning? Take a look at your physical space. What does your office look like? Are there piles of papers on your desk? Unread magazines from months ago? Look at your business. Are there projects you just don’t want to complete? New systems that need to be instituted that you’ve been putting off? Are your days filled with activities you enjoy or things you do because you’ve always done them? What can you do to clean out the old stuff and simplify with the new?
To keep your energy up and your spirits high, it is important to know how you spend your time. What is a true priority for you? There are so many events and possible activities that many of us could be busy morning, noon and night. Whether it’s a business function or a scout meeting or a project that you have no interest in, you find it difficult to say “no.” It’s especially hard to say no when someone tells you that without you it won’t get done. So, before accepting any new commitment, ask yourself if this is an absolute “yes”. If it is, great. If not, say, “no, thank you.” That’s all there is to it! It’s as simple as saying “no.” And learning to say no is vital to your success.
Look at your life right now. If you are stressed out and don’t have enough down-time you will not be effective. Review your activities, responsibilities and the way you spend your day. Consider your weekly schedule. Are there any blank spaces? Shouldn’t there be? Think of one activity or meeting you can clear out of your life. Start to say “no” to the things that are not truly important to you.
What can you do this month to get organized? You might want to consider hiring a professional organizer to get you started on a plan. Look at your office and your home. Many are drowning in a sea of paper. According to a recent study 75 percent of all papers filed are never looked at again. Block out some time to get rid of all the junk mail, papers, and magazines and stuff that you no longer need. Make time on your calendar for spring-cleaning. Not only does clutter cost you time when you’re searching for things, but it costs you energy. If you hear yourself saying, “I must clean up my office”, or “I can’t find anything,” know that it is taking energy away from your productivity and creativity.
The cause of clutter is often delayed decisions. The motto is, “When in doubt, throw it out.” The best method to successfully cut the clutter is the 4Ds method. Make a decision with each piece of paper to either dump it, delegate it, delay it, or do it! The task can seem so overwhelming if you’re knee deep in papers. Starting with a small area makes it manageable. One client of mine took every paper from the top of her desk and credenza and put it in several boxes. She then went through one box at a time over a period of several weeks. It was easier for her to organize with a clean desk.
The 4Ds
*Dump it
Dump as much as possible in the trash can the first time you handle it. Make a decision immediately about what to do with it.
*Delegate it
If you have someone to delegate to have a tray in your office and put anything that you can delegate immediately in the tray. Break yourself of the habit of doing routine things that you can delegate.
*Delay it
If you receive something that does not require immediate attention but that you will need for the future, set up a tickler file and delay it.
*Do it
Do it now and you won’t have to handle that piece of paper again. Are you delaying a decision that might be costing you unnecessary time and energy? Anything you don’t do now is something you will have to do later. Develop a routine to sort through your mail at the same time every day and say no to clutter. As you simplify your office environment you’ll also be simplifying your life.
