Project: Abby works from home. When she was very busy papers and miscellaneous items would overwhelm her filing system and pile up all over her desk and printer.
Abby and I examined piles of clutter that built up during the most recent business rush. We found a mix of business and personal papers. We also found computer cords, CDs, and personal items like earrings and make-up.
Process: Since most of the mess was paper, I asked Abby to talk about how she dealt with incoming paper. We discovered that part of the problem was that Abby had outgrown the system she set up before she moved her business to her home office.
We talked about ways to make filing more efficient so Abby could organize the higher volume of paperwork. I explained that creating a few basic categories and then sorting all of her files into those categories could help her store and find everything quickly, so that she could keep up with her filing system even when very busy. We chatted about the kinds of papers Abby needs to keep, and we made tentative list of how each type would fit into one of the categories I suggested. Talking it through first let us change categories or switch them around until they made the most sense to Abby. Matching the filing system to the way Abby naturally thinks will help her continue to file papers quickly when I’m not around. We also made sure the categories could be arranged in order of importance based on Abby’s needs.
Then it was time to clear the desk. We separated all of the paper piles into business or personal paperwork, using Abby’s two laundry baskets as our sorting bins. As we went, Abby set aside anything she no longer needed for recycling, or for shredding papers that included sensitive information such as bank account numbers or personal data. It was a quick process.
The next thing we tackled was trying out the new filing system we had created. We went through the personal papers basket and made a manila folder for every document. We sorted the files into Abby’s filing categories as we went. We also went through the personal folders already in Abby’s file drawer. As a bonus, Abby discovered that most of the papers in the drawer were no longer needed, which opened up plenty of space in that drawer.
We worked on consolidating Abby’s office supplies into the small desk drawers Abby was already using for pens so forth, and the shelf next to the desk for paper. Since the drawers and the shelf already worked for her, we didn’t change them. We stored power cords and small electronic gear, such as a spare phone earpiece, Abby’s iPod and CDs, in a black, shoebox-sized container on a shelf reserved for computer-related stuff. The box is labeled so Abby won’t have to remember what’s in it. Keeping these items out of the way until needed helps Abby keep the desk clutter-free.
Result: Once the papers were off of her desk and the desk wiped down, Abby had a clean work surface with space for her laptop and room to pay bills or whatever else she needed to do. Abby’s new, four-category filing system makes storing new documents and finding old ones speedy and simple.
Abby already emailed me, stating: “Thank you so much for your help last week. I am already reaping the benefits of it, and it’s so great to have a neat, clean desk with organized files.”
Expenses: Items needed that Abby already had at home were:
– Paper bags for trash and to store papers to recycle or shred
– Bins to sort papers into “personal” and “professional.” We used laundry baskets from Abby’s closet
The only things that Abby needed to buy were:
– Manila file folders
– Pendaflex hanging file folders to fit Abby’s file drawer
– Post-its
Side note: These blog stories feature real clients and their organizing solutions. To protect privacy, all names have been changed.