It’s hard to be productive when your space is not only a mess, but also disorganised.

60% of people are visual (I am too!) so clutter and “stuff” strewn all over the place will just drive you up the wall!

Before we start, let’s get ready:

(a)       put on some upbeat music (not slow love songs – fast music!)

(b)       make sure you have a BIG wastepaper basket

(c)        get another plastic basket for items that belong in another room

So what do you need to do?

1. Back up your files

Do NOT open your email programme before you start or you’ll get sidetracked!

DO put a recurring reminder in Outlook to do this on a monthly basis, or more frequently than that.

Remember last year when I lost EVERYTHING on my flash drive? It only translated to about 2 hours’ work because I’d backed up my computer a few weeks before that.

Now, while your computer is backing up…

2. Clean off your desk

You can do this in 30 seconds (that’s why you have the upbeat music) – yes, really. Play a game with yourself and say, “by the end of this song, my desk is going to be clean”. Works for me

Put all items belonging in another room in the plastic basket. Don’t go to the actual room to put them away – you don’t want to get sidetracked!

Throw any cooldrink cans, sweet papers, etc. in the wastepaper basket. Put all the little notes inside your desk notebook (you do have ONE desk notebook, don’t you?) and set to one side.

If you don’t use the item on a DAILY basis, it shouldn’t be on your desk. By the same token, if you use something every day, make a place for it within arm’s reach.

E.g. My headset for Skype calls is on a hook on the wall above my desk – near enough that I can just reach for it, but not taking up valuable real estate on the desk.

See? 30 seconds and you’re done!

I *do* know this is the Quick & Easy way – if you want ALL the detail, check out 7 easy steps to organise your office at http://takechargesolutions.org/?page_id=17

3. Sort out the paper

Take out the desk notebook with all the little notes. I use a spiral-bound notebook with a lovely, bright yellow and lime-green cover because it makes me happy to write my notes in a beautiful notebook

Write down all those bits and pieces – your internet provider’s helpline, website addresses, people to look up on Facebook, etc.

Throw away all the junk mail and paper you don’t need (and take it to your recycling bag later).

Put all the filing in ONE pile – you can do this in front of the TV later!

Now doesn’t that feel better? A lovely, neat and organised office!

Marcia Francois is a time management and organising coach who empowers small business owners and other busy professionals who want to make the most of their time. You’ll get simple, practical organising and time management secrets to help you work less and enjoy life more! Visit http://takechargesolutions.org for your free Organising Success Pack.

I am looking for ways to organize different aspects of my life.

Need ideas on organizing office files and folders, project files, etc.

Can you give me some ideas?

Regards K.P.R.Karanth| Project Manager

First off, my golden rule for filing is…….

1. Don’t keep any paper you absolutely don’t have to.

Less paper, less filing

This is how I only need to file about 10 papers every 3 – 4 weeks.

2. What type of organiser are you?

Note I didn’t say “what type of organiser do you want to be”. Be realistic.

Will you actually punch paper and put in lever arch files (3-ring binders) or do you know you’re a bit lazy and need to just toss things in a folder?

Before I went on my decluttering bend years ago, I used to be a very lazy filer and so I used these files. No punching, just toss. Lovely.

3. Decide on a solution and try it out for a month

Think carefully about your needs before you go out and buy anything! Buying is the last step in the organising process.

That said, if the system doesn’t suit your working style, stop frustrating yourself and try something else until it works for you.

If you’re lazy about filing like I used to be because of the MOUNDS of paper I’d collect, then I’d use the folders above and store them like this.

or I’d put the papers in clear display folders (flipfiles) and store them in these magazine holders

My favourite way to organise projects is by throwing everything in one of these clear plastic envelopes. You can see I toss in the pens and flash drives, everything.

When I’m done, I pare down the paper and keep only the essentials in these envelopes. They take slightly less paper and then they go in those magazine holders.

Do you know you can make your own magazine holders with cereal boxes?

What are your favourite ways to organise your office files and folders?

P.S. Check out more ways to organise your office

I was visiting a friend out here on holiday and came across this great idea at her sister’s loft apartment.

This desk is ready for working at, but when they’re done, they simply let down the blinds and the “desk mess” is hidden from their living area.

So this is what it looks like as is…

close-up view of the cubbyhole shelves above

and a close-up view of the desk

This is way too cluttered for my working style but I really like the idea of having it all out mid-project and then just pulling down the blinds so you’re not distracted if you need to move onto other tasks.

What do you think?

This week, let’s tackle some of those tasks around the home and office that we don’t get around to doing.

I’m specifically choosing Quick and Easy tasks so that you can build up some momentum and feel good about getting things done.

What gets you motivated?

Is it MUSIC? Then put on some 80’s tunes to get yourself energised.

Is it COMPETITION? Then challenge yourself and see how many of the tasks you can accomplish in an hour.

Is it being ACCOUNTABLE? Then post a comment telling me what you’re going to do and come back to tell me when it’s done!

Is it SOCIAL INTERACTION? Then make a coffee date with a friend, but ONLY once you’ve done an hour’s organising.

Is it reaching a GOAL? Then reward yourself once you’ve done all the tasks.

Right! So now that we know what motivates you, let’s get to it!

In the home

1. Declutter and sort through all the old magazines. Tear out the articles and toss the rest.
2. Organise your launch pad – that place in your home where you DUMP things when you walk in the door.
3. Collect all the clothes you need to dry-clean, declutter or get mended.
4. Clear off the front of your fridge. Toss the magnets and recipes you’re never going to use.
5. Throw away any old food in your fridge and freezer, and give the surfaces a good wipe down.

And now for some…

Office organising

1. Do your filing.
2. Collect all the bills and invoices from around the home and schedule the payment dates in your planner.
3. Shred any junk mail with your name on it.
4. Organise your desk.
5. Delete 100 emails from your Inbox and Sent Items. There are lots of tips and tricks in 7 easy steps to organise your office

Whatever you manage to do, give yourself a pat on the back!

The best-selling Organise your home ecourse has literally helped people ALL over the world. Are you next?

Wouldn’t you like to have a beautifully organised office instead of this mess?

You can, if you follow these 5 steps:

1. Have a plan and make the rules clear

Do not allow anything in there that doesn’t belong. Decide what the space is used for and only keep items relating to that purpose there.

2. Divide the space into zones

There may be a children’s desk for homework and school projects, a reading corner, the filing area and a computer desk. It is easier to keep the study organised and neat when you know where everything should go, e.g. books should only be in the reading corner and not on every desk.

3. Store items where they are used

If two people use the study, then have a wastepaper basket at each desk. And have two sets of staplers, scissors, etc. This will prevent your stuff going “missing” from your area. Have a punch and file tabs wherever you do your filing.

4. Batch routine tasks

Keep all items that you need to file together in one place so that you file 5 pieces of paper at once. Make all your telephone calls at the same time. Write out all greeting cards and wrap gifts for a month at a time. Pay all your accounts on the internet at the same time.

5. Tidy your study every day

Take just 5 minutes and do a quick tidy-up of the desk when you’re finished working every day. Throw trash away, make neat piles of paper (label with post-it notes), put pens and pencils back in the holder and take cups and glasses to the kitchen.

When you keep things under control on a daily basis, it is easy to maintain the order of an organised space.

If you want a simple to understand but comprehensive system, then read more about 7 easy steps to organise your office.

Marcia Francois is a time management and organising coach who empowers small business owners and other busy professionals who want to make the most of their time. You’ll get simple, practical organising and time management secrets to help you work less and enjoy life more! Visit http://takechargesolutions.org for your free Organising Success Pack.

I love finding new ways to use existing items in my home. I find that it forces me to be more creative and also, it saves me money because I don’t need to go out and buy whatever I need 90% of the time.

One of those things is in-trays.

Did you know you can use them not only in the office but also all around your home?

Let me show you how:

1. In the office

Use for standard in and out trays but also for To Pay, To File or To Read trays.

2. At your command centre

Your command centre is the place in your home where everybody dumps their stuff and is usually also the place where you toss the mail.

Have a vertical stack of trays (like a plastic storage drawer system) or a hanging file in a filing box for each member of the family. When you bring in the mail or empty the backpacks, sort immediately and place each person’s mail in their tray.

3. In the kitchen

Use for recipe books, menu plans, grocery lists, coupons, etc.

I have an in-tray for my cleaning lady too so we both have a place to leave notes for one another.

4. In your craft area

In-trays work beautifully for keeping different coloured paper and project board neat, tidy and organised.

Remember to work with and not against your organising style.

If you like things visible, use a hanging folder system. If you like things out of sight, use a plastic storage drawer system and simply label the drawers.

Find out how you can get more help in organising your home here

Marcia Francois is a time management and organising coach who empowers small business owners and other busy professionals who want to make the most of their time. You’ll get simple, practical organising and time management secrets to help you work less and enjoy life more! Visit http://takechargesolutions.org for your free Organising Success Pack.

I’ve blogged about all these before so today I’m just linking up

• Ila from South Dakota asked for suggestions on keeping a clean desk.
• Nicole from France wanted to know how she could deal better with her mail.

and last but not least

• Jessica from Missouri just moved into a smaller place and wants some help on how to make the most of small spaces.

My desk at work gets a quick tidy at the end of every day and a nice detailed throwing-out-of-papers once a week.

How often do you tidy your desk?

P.S. That’s not my desk. I go around with my camera taking pics of unsuspecting colleagues

You won’t believe all the excuses I get from people about their untidy desks!

“It’s because I’m creative”

“I know where everything is”

Sound familiar?

This may very well be true. However, for most people, an untidy desk makes you feel overwhelmed and out of control. And, in the workplace, it’s often perceived that you don’t know what you’re doing if your desk is a mess.

How can you be productive when you’re overwhelmed?

The good news is that it’s a lot easier than you think.

You can have a tidy desk in just 5 steps:

1. Set up your desk properly

If you answer the phone with your left hand, then keep the phone to the left of your computer. Now this might seem obvious but you’ll be surprised at the number of people I encounter who have to scramble and reach behind their computer to get to the phone. It’s like that game Twister!

2. Touch each piece of paper once only

This step forces you to make decisions – throw away, action, forward or file. Those are the only choices you have

Don’t start thinking about it and put that piece of paper back in another pile!

3. Have one notebook for all your notes

When you take messages or need to quickly jot down a note, write it in your ONE notebook. You shouldn’t have 10 post-it notes and lots of other pieces of paper on your desk. Better still, write the date on the top of every page so you can reference old information quickly. And start each day on a new page – literally!

4. Clear junk regularly

Every time you get up to go to the loo or for a coffee break, clear your desk of empty mugs, glasses, snacks, etc. The same goes for all those dry markers and pens that don’t work. Throw them out!

5. Have only the papers you’re actually working with on your desk

I have a rather strong fondness for plastic envelopes. I use these nifty tools to keep my many projects sorted. When I want to work on something, I just grab one of these and open up the contents on my desk. I even bought one on holiday in the UK.
See? Easy!

You can also have a neat and tidy desk in just 5 steps.

Now what I suggest you do is a quick, 30-second tidy every evening when you finish your work so you’re ready and raring to go the following day.

Look what I found – gorgeous, colourful cutlery caddies.

Of course, cutlery is really the last thing I thought of when I saw these as I immediately had other plans for them.

In the babies’ room this holds their sleep and classical CDs, nose drops (I’d never even HEARD of saline nose drops before the babies were born!) and other such medicinal stuff (lovely and vague, isn’t it?).

I’m not the only one who loves this gorgeous, bright caddy – Connor literally whirls that head of his around to look at this thing if he so much as catches a glance of it. LOL

That was my original purchase.

After a few days of looking at the loveliness, I couldn’t resist and I went back to get another one. Thank goodness they still had some left.

This time for my study/ home office.

I was all about simplifying and increasing space on the desk, especially now that I’ve added a plant.

A plant I received as a gift because, just in case you didn’t know this about me, I do NOT have the gift of growing plants. In fact, it’s more honest to say I kill them. Fortunately my friend bought me a plant that came with instructions so it’s already lasted 4 months which is a BIG record for me.

The caddy now holds a few pens, my camera cable and stapler (don’t you like the way the stapler hangs off the side) and a couple of notebooks I use on a daily/ weekly basis.

Which other uses can you think of for these beauties?

P.S. They’re R49,99 each at Mr Price Home.
P.P.S. Mr P is not paying me a single cent to write about the caddies.