Go for effectiveness, not neatness. Neatness as an end by itself can even be dangerous: Putting things away in order to clear off your desk can cause you to lose or maybe forget them. This one tip will instantly let you work smarter not harder.
Clutter is rarely caused by inadequate space or time. The primary cause is usually indecision. So be selective about what you carry into your office and home. If you happen to know what you value and what your goals are, being selective is not hard.
Have a place for every single thing. Open your mail in the same place all the time so it doesn't get strewn all over. Put unpaid bills together, separate from paid bills. Keep all office supplies collectively to prevent duplicate procurements.
Do not use your entire desk surface as a giant In-box. Rather, determine the next action on every piece of paper and file accordingly. Tasks to be completed soon (phone calls to make, questions you should ask business partners) and current projects get into your "Action Files," which should not be mixed with Reference Files. Action Files must be kept close to you.
That saying, "Handle each piece of paper only once," is too extreme to be practical. But it contains a grain of truth. Do attempt to take the next action that's needed every time you deal with a piece of paper. How about that seminar advertisement you left on your table, as a reminder to decide if you should sign up - you know, that paper you've shuffled fifteen times today already? Either call immediately to get the information you require, or make a note in your appointment book to call later. Then you are that much closer to being done with it.
Don't keep paper that you're not willing to spend time filing. If you don't file it well, you either will fail to remember you have it, or you won't be able to find it if you need it. It does you no good, and the consequence is not different from if you'd thrown it out from the start. If you are set up to scan information into your PC, be selective. If you cannot imagine a specific situation when you'd need to refer to the information again, don't scan it. The majority of us save a great deal of paper we'll never work with again.
Often we are own worst enemies, interrupting ourselves by hopping from one half-finished task to another. Stop doing "the desktop shuffle" - shifting papers pointlessly around on your desk. Whenever you handle an item, take an action towards completing it so you will work smarter not harder.
Learn to say "No." You can live to be a hundred yet still not have time to do everything you want-that's the curse and gift of being smart and having high expectations of your own self. The good news is you may choose what to focus on. You have more freedom than you may realize. Aside from obligations like caring for weak family members and paying taxes, hardly any of what you "have" to do is morally or legally compulsory. Review everything in your life and ask, "What's the worst that can take place if I stopped doing this?" Saying "No" often is the way you can "Yes" to what you really value.
Beware of stuff. The more stuff you have, the more you must find a location to put, and the more you'll need to clean, repair, and eventually change. Stop purchasing things you don't actually need just because they're on discount. That alone will let you work smarter not harder. You can always get more stuff, and you can always get more money. However you will never get more time.
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