Spring Cleaning…at Work?

 

Guest blogger Stephanie over at Ketchum was recently telling us about how she moved to a new office space and was shocked by the amount of stuff she had accumulated in her six years in the old cubicle. Boxes and boxes of annual reports, press kits, news clippings, files from folks who had long since left the team on projects that had long since ended. In short, she was a veritable archive of PR program paraphernalia. 


 


Was all of this stuff necessary to keep? No. Did she? Yes. So why did she keep it all? In my mind, it always comes down to “what if.”  What if I need it in the future?  What if someone else (gasp, the boss!?) needs it in the future?  What if, what if, what if.  Well, she was drowning in the stuff those “what if’s” created, and I bet a lot of other office workers are too!


 


Luckily when she moved Stephanie was able to make the time to purge. As she tells it, the building brought her a small-scale dumpster that she filled to overflowing. Now we might not all be that bad, but for the other office packrats out there, I thought I’d share a few tips on how to scale back so you don’t wind up in need of a dumpster too!


 



  • Treat your office space like you might your closet. It’s much easier to find things and get work done when everything is organized and orderly. Keep like things together in boxes, filing cabinets, magazine racks, containers, and more.

  • And just like you would your wardrobe, give your office a good once over each season and see what will continue working for you (necessary files you refer to often) and those that might not be in style any more (the papers you haven’t even thought about, let alone glanced at in over a year). Once you’ve done that, hopefully you’ll have found a lot of unnecessary materials you can toss in the recycle bin.

  • On that note, only keep hard copies of those documents you know aren’t saved on a computer server somewhere or those you really need in printed form. This rule of thumb will save you tons of space in the filing cabinet and clear loads of paper off your desk. That’s important because…

  • When you come to work and see a desk covered with files and reports it can feel so overwhelming you may actually be less productive. So banish it for good! Create and stick to a filing system that keeps clutter off your desk. It could be as easy as color-coded folders, or something more complex requiring label makers and markers. Just find what works for you and run with it!

  • And if your office doesn’t have them already, consider making your own custom dry erase board to keep track of projects, to-do’s, schedules and more. A custom board is great because you can create sections that work best for you – like a calendar area or a checklist – and you can even add in fun graphics or clip art. It’ll help keep you on top of things while cutting down on the number of post-its that may be lining your wall or computer monitor. All that’s required is some oversized paper and a large-format lamination machine, both available at FedEx Office.<?xml:namespace prefix = o /> 

 


Related FedEx Office Solutions: Office Supplies, Lamination


 

Comments

I so understand!

 

wow perfect timing for me today! I was working on my office at home and was shocked at all the little stuff I had stacked and stacked. OK I am talking pieces of paper with a name or maybe an address and nothing more. Some are over a year old I think. I tossed them all and what I thought might be improtant I wrote down in a notebook.

Daphne

this is a great reminder.

Thanks for this wonderful, greatly needed reminder.  I'm drowning in a papers and folders.  This article gives good ideas to do spring cleaning in the least time.  I'm sure i'll feel much more better and relieved after getting the cleaning done. 

Just like Legal

I understand the mentality of keeping all files, papers, etc. as I work in the legal field and we often need to refer back to very old documents.  We are the office packrats, for legitimate reason, however it can be overwhelming to do this!  All the tips are great and when I return to work this summer I'll keep them in mind! 

OCD

I have to keep things organized or I find that I get distracted throughout the day. The piles/boxes of like things helps as well.

Also love Dry Erase boards!

Like Lori Z. above, I, too, have discovered the joys of Dry-Erase boards!! No more writing notes on tiny pieces of paper that get lost & fill the refuse -- it alls goes on the board & gets erased when handled.

The picture looks almost like my home office desk!

When I first seen the picture, I thought to myself, "Is that my desk?"  My desk is always cluttered with so many items. These tips will most definetly help me in my "spring cleaning" and hopefully, I can stick to them!

These Ideas are great

I am going to have to take some of these ideas and use them myself. It has been 4 years since I worked in a office but I have my home office right now that is in dire need of a good cleaning, I have 4 kids now 3 are toddlers and 1 newborn and it is so much harder to keep the home office organized! We recently bought a scanner and we scan as much as we can and shred alot! File Folders are really what is killing me but we are getting there one day at a time. Thanks for the tips!!

 

Casey

I am a stay at home Mom now,

I am a stay at home Mom now, but I sure would've liked to have shared this articke with the company I use to work for! Awesome ideas...I may just send them the link anyways! ;)

sblilly14(@)yahoo(.)com

So true

I took over my position from someone else and there was a lot of stuff in my space from earlier projects she had completed or worked on. It was extremely difficult to determine what to toss and what should be kept.

When I came back from maternity leave I had to move into a new space and it was the best thing ever. I didn't take most of the stuff that was there and since it had now been a few years I didn't feel so bad about tossig most of it (since I had realized if we hadn't used it lately, we probably weren't )

Love your blog !Thank you for

Love your blog !Thank you for sharing your ideas with us!

THANK YOU!

 


 

Thanks so much for your insight. I recently moved into a new home and so did my home office. I am in the process of organizing and setting everything up. Your advice is coming in REALLY handy right now and is making everything move that much smoother and faster. So far...I've gotten rid of 2 boxes of paperwork that I actually didn't need. Thank you! 

Great Ideas to Use!

These are some great ideas and strategies to remember and use at work and in our home offices, too ! We can all be more effective when we use these tips and hints. Thanks!

Great tips!  And Ideas! 

Great tips!  And Ideas!  Thank you so much!!

great tips

 I've been nodding right along with this entire article! My home office (and myself, for that matter!) is a total victim of the "What if?" game. I like the suggestion of keeping things orderly and sticking with a routine so you can avoid feeling overwhelmed and subject to procrastination. Thanks for the tips...I'm just relieve to know I'm not the only one!!

I agree and I keep my office

I agree and I keep my office space spic and span!

Great Info!! Thanks

Great Info!! Thanks

swimming in paper

Man, I'm swimming in papers too.. what is it about paper that causes it to reproduce!

Office Spring Cleaning!!!

I really love the advice and am going to institute this Friday as Office Spring Cleaning!

I have to agree that

I have to agree that accummulation seems to be the name of the game when it comes to offices. I was shocked at how much I had accummulated in my office space when I began  to pack and clean for my retirement. Unfortunately those same habits seem to spill into my home office and I really need to dejunk rather than get some more storeage space.

Less Is Best

I often find myself like this photo and have clutter everywhere and I am constantly trying to organize it only to constantly fail because it is too much.  I really need to slowly take what this article says and start figuring out what is important to organize and what just needs gotten rid of.

Messy desk?

Just out of high school, I got a job at a local bank in the executive offices.  We were NOT ALLOWED to leave until EVERYTHING was off our desk.  At the time, I thought this was an annoying rule, but it has stuck with me for the rest of my life!  In the rare instance somebody uses my office now and leaves "things" lying around on my desk, I can't stand it!  In the end, it was a good habit to get into!

i am a cleaning freak...but only somedays!

1hey i like this blog post. i am so neat and tidy..but i also occasionally let it all pile up on me..and then one fine day..i make it a point to get to the cleaning again. i dont like clutter and it becomes impossible to motivate myself to work if i see clutter.

but i also feel its time consuming to keep cleaning a little everyday.. best thing is to clean once a week. :) i found u from MomCentral blog. and m glad i did.

thanks for the ideas!

thanks for the ideas! Love the Fedex out of office blog! you all rock!

Guilty

of "what if" syndrome as well.  Need to start setting some sort of limit and purge the not needed.

 

All of this advice is really

All of this advice is really helpful! I do need to keep my office more organized and I know it will make me more efficient at work.

I can totally relate.  I too

I can totally relate.  I too have so many files and paperwork from 8 years ago, that I am too scared to get rid of, because my boss or I may need it.  I will definitely use these tips, to cut down on my office clutter.

I totally understand your

I totally understand your hesitation, but I can tell you it will feel so good if you can get rid of some of it. And saving electronic versions helps, too. I have e-mail messages saved as far back as five years just in case.

Home Office

I am moving my home office right how (basement to bedroom, cheaper rent. kidding..) and cannot believe how much stuff I have. I way underestimated how much stuff I needed to sort through before I hauled it way up two flights of stairs.

 

I like the organizing ideas; I hope it will help me from just stashing things here and there and not gather so much clutter in case, you know, I actually move to a 'real' office some day!

 

I agree that we should keep our desk space tidy

I am constantly putting away pencils, pens and paper clips.. I also keep a trash can right beside my desk so I can throw away all those excess papers that seem to be there.  I love your ideas and can incorporate some into my desk space.  Thanks so much

We had a company-wide cleanup day

Our company institutes a cleanup day every few years. It's great to have time specific for this task, as well as going down memory lane for past projects, or even files from people that have left.

 Hi! Love your blog! great

 Hi!

Love your blog! great information...

Jessica

Office cleaning

I'm a teacher...I have to clean my "office" aka classroom at least once a year!  Packing things up always helps me reorganize.

My sister is a speech

My sister is a speech therapist for a few public schools and she has a similar ritual where she organizes everything over Winter Break and Summer Break.

Running into the same problem!

I've found that I'm also moving offices after 10 years and I can't believe all the things I have accumulated! I've been working really hard to clean up the space for the next person and to weed out what I truly no longer need. It is amazing how much can build up over time and what seemed important 10 years ago to keep is now so trivial!

 

 

Thank you

Thank you very much for the tips.  I have committed this week to get my office cleaned up and functional.  This Blog post will really help me.

My office space desperately

My office space desperately needs a clean up. i have paper piled up everywhere and i have very little desk space left for myself. thanks for the tips and reminder!

Anything to save me time and

Anything to save me time and help me to be more organized would be great!

If I kept anything else like

If I kept anything else like I do my closet it would be a disaster! My closet has everything in it!

Office Organization

We keep a white board on the office frig for personal notes, etc.

I understand

I found you by way of an email from Mom Central.  

I understand the clutter.  We are in the process of packing up the house for a move which is three hours away.  I said I don't want to bring all this "stuff"  Our home office looked good until I opened file cabinets and closet doors.  Wow!  As I started going through the papers, I kept saying, "Do I really need this?"  I, of course, kept everything 'just in case'  So, we have been filling up the trash can and man does it feel good.

I have noticed how hard it is to clean the room due to the amount of papers, so you are right on about the excess papers causing you to shut down and not be able to jump in to the project at hand.  

I enjoyed and appreciated the tips you shared. Since I have family members with small children who needed school supplies,  I took some of the boys old artwork/drawings and scanned them in to the computer for a digital scrapbook.  I used the originals to wrap books, boxes, etc of 'stuff' I was sending in the mail to family members that we didn't need anymore.  

Have a great day! 

What great advice!

I am desperately trying to scan in everything I can.  I just inherited a filing cabinet drawer from someone else and I'm working on getting her to scan more, too!

Great tips!  I have a ton of

Great tips!  I have a ton of stuff to go through in my office it's overwhelming.

I also have quite a few dry erase boards and would love to hear various ways people use them.  I have one that is a calendar, other is for notes and then one that will be used for a client of mine.  I would love to have one wall in the home office be a dry erase board, that would be cool.

Wait, you assume my closet is

Wait, you assume my closet is organized? ;)

Good tips. I still have trouble letting go of paper copies of bills and things. I'm always worried about computer backups and server failures.

Great tips! I need to start

Great tips! I need to start incorporating most of thm. I get so overwhelmed at times

It&rsquo;s much easier to

It’s much easier to find things and get work done when everything is organized and orderly

 

I couldn't agree more!

 I laughed when I read this,

 I laughed when I read this, I am a "Keeper" of paper. I swear I should have worked for the IRS! I keep every receipt and paper, including e-mail. I have this fear of needing it someday. I don't work in an office type environment any more, but this applies to me at home too. Space is limited and I totally need to learn to purge!

Very good advice!

Very good advice!

Looks like my desk

I hate to say it but the picture looks like my desk at home.  I think the dry erase board is a great idea

Dry Erase Boards Are Lifesavers!

We would be mighty lost without our Customized Dry Erase Board! It's tailored for all of our needs.

I know how that goes!

I recently moved my home office after 5 years and WOW there was a lot of clutter, papers, discs, and more! I was blown away by the mess. So I loved this post. I am going to try to be more organized and do the spring cleaning once a year so next time I move my office it won't be so chaotic!!!

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