Originally published by Gretchen Rubin on LinkedIn: Tips for Clearing Clutter in the Office.
One of my Secrets of Adulthood is: Outer order contributes to inner calm. And that's just as true at the office as it is at home.
True, in the context of a happy life, a messy desk or a box of files on the floor is a trivial problem—yet I’ve found, and other people tell me they feel the same way, that getting control of the stuff of life makes me feel more in control of my life generally. And if this is an illusion, it’s a helpful illusion.
When I’m surrounded by a mess, I feel restless and unsettled; when I clean up a mess, I’m always surprised by the disproportionate energy and cheer I gain—plus, I’m able to find my stapler.
Here are some ways to fight clutter at the office:
1. Never label anything “Miscellaneous.”
2. Abandon a project.
One source of office clutter is stuff related to unfinished projects. You've always meant to learn that software program. You were going to switch to using a different kind of planner. You were going to review that proposal. But that stuff has been sitting in your office for months, maybe years, and it hasn't been used. Be honest with yourself. If you're not going to complete that project, abandon it -- and get the stuff off your shelves, and off your conscience.
3. Beware of freebies, swag, and give-aways.
Yes, you went to that conference, and they gave you a branded mug, t-shirt, metal water-bottle, journal, pen, and an eraser in the shape of a cow. But if you don't have a clear plan to use these things, they're clutter -- and the best way to deal with that clutter? Don't accept those freebies in the first place.
4. Don’t get organized.
When you’re facing a desk swamped in papers, don’t say to yourself, “I need to get organized.” No! Your first instinct should be to get rid of stuff. If you don’t keep it, you don’t have to organize it. You can spend a lot of time filing papers that you don’t even need to keep—and one of the biggest wastes of time is to do a chore well that need not be done at all. (See also #7.)
5. Establish ownership. This is a particular problem at the office.
Often, clutter sticks around because it’s not clear who owns it-- those aren’t your files, and no one seems to know why they’ve been in the hallway for two years, but how can you throw them away? If you encounter something that you think is clutter, take the time to ask around and find out if anyone wants it. It’s surprising how often things go unclaimed. Relatedly…
6. Beware the tragedy of the messy commons.
When several people use one area, and no one person is responsible for keeping order, people tend to become messy and careless. Establish some system—for instance, by taking turns, assigning people to oversee specific areas, or enforcing the expectation that people mind their own messes—for making it clear who’s responsible for any disorder. This is related to the painful truths about shared work.