EDITORIAL FEATURE
Getting Organized:
When Conventional Wisdom isn’t Wise
By Holly Uverity CPO®, Office Organizers
C
onventional wisdom isn’t always wise;
sometimes we believe things to be true
simply because we’ve always believed
them to be true whether they are or not.
When it comes to organizing, there are some
widespread beliefs that I believe need a second
look; what do you believe?
I have to use color to organize my files.
Not necessarily and probably not at all. I often
see in offices misunderstood attempts to use
color to set up even a simple filing system. If
you don’t know why you’re using it, adding color
to a system just adds to the clutter. Color can be
good but it’s absolutely not necessary. If color
has meaning to you, consciously pick a few colors that resonate with you but if it doesn’t, don’t
use it and don’t feel bad about it. No one says
you have to color code your files.
I have to keep like things together.
Redefine the term “like things”. As an example, many professionals believe that they have
to keep their work files separate from their
personal files so they’re following the adage of
keeping like with like. They’re using the wrong
definition. The like things you should keep together have to do with the work you need to do,
not the type of file they are. Keep Action files
together and keep Reference files together. It
doesn’t matter what the action is; action is action and reference is reference. Organize your
files based on what work needs to be done and
not what they are.
I can only touch something once.
Simply not true. There are many instances in
which you will touch the same piece of paper
multiple times. What you shouldn’t do is just
move the paper to another part of your desk in
anticipation of doing the work later. Touching
the paper more than once isn’t the issue, indecision is. If you can make a decision and take ac-
tion on a piece of paper the first time you touch
it, then do it. If you can’t because the work requires additional thought, resources, or information, then move the paper to a specific place
where it can safely stay until you can take that
next action. Feel free to write directly on the paper what that next action is; it saves you from
having to reread the document and remake the
decision.
It’s better for me to just do it than
show someone else how to do it.
This is almost never true. Delegation is one of
the most underutilized organizing tools you
have and while it does take an initial investment
of time, it always pays off. If you delegate the
results and not the process, you’ll find that one
you have delegated to may find another, better
way to do that task. You’ll be developing a leader, creating a positive work environment, and
more importantly, work can continue without
you being there. Invest the time to learn how to
properly delegate.
If I haven’t used this in a year, it should go.
Who said? I have always found this or any arbitrary time limit troublesome. Time is the least
important variable to use when deciding what
goes and what stays in your life. Instead of asking, “When was the last time I used this?”, ask,
“If I let this go, can I get it again? Does it have
legal, historical or sentimental value? Does
someone else in the office have it? Does it have
a specific use? Can someone else use it? What’s
the worst thing that will happen if it’s gone?”
The age of an item is less important than the
use of an item. SBT
Office Organizers is The Entrepreneur’s Organizer. Founded in 1993, they
work with business people to create solutions for their organizational challenges. Contact them at 281.655.5022, www.OfficeOrganizers.com, or
www.fb.com/OfficeOrganizers.
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