Conquering Clutter
By Kevin Smith© Pasadena Star-News, Monday, November 15, 2004
Can't find those important papers? Is your work area an avalanche of files, notebooks and office supplies?
You're not alone.
According to a recent study, 65 percent of Americans admit they basically are sloppy, contributing to mass disorganization, piles of files and other "stuff' congesting offices nationwide.
But take heart - there's a way out. And you'll end up being more productive as a result.
Pendaflex, a leading global office supplies brand, offers the following tips to improve office efficiency:
First and Foremost? File!
The average person loses one out of every 20 documents. Stop misplacing important documents by adopting the mantra "Act, Toss, File' to develop (and maintain) a productive working environment.
Label Away
Labels are the unsung heroes of organization. Unfortunately, 72 percent of people who create labels using a standard printer encounter some sort of printing problem, including labels jamming in the printer.
Instead of wasting time wrestling with jammed label sheets, use a high-quality handheld label writer to efficiently produce professional-quality labels.
Set the Mood:
A disorderly work environment has a negative affect on more than 60 percent of people. Working amid clutter can quickly halt concentration and consequently destroy productivity. Set a clutter-free goal. Keep 50 percent of your desk visible at all times by using file folders, binders and other useful filing options.
Creating a peaceful work environment also adds to heightened productivity. Simple, personal touches such as displaying pictures of friends and family or a more modern technique like feng shui will make you feel more comfortable and more likely to spend time in your workspace.
Gary Kaplan, president of Gary Kaplan & Associates, a global executive search firm based in Pasadena, said organization can be crucial in some situations.
"We live in a work environment where there is an inordinate amount of pressure on productivity,' he said. "People who are well organized tend to be able to multitask more effectively and get more done.'
And the ones who work in chaos?
"I find that those people tend to be lax about deadlines and miss commitments,' Kaplan said. "It's a pervasive form of behavior.'
Kaplan acknowledged, however, that some creative work environments - such as the film and high-tech industries - operate with a much looser work dynamic. In those sectors, he said, organization isn't as much a requirement.
But in the administrative business world, knowing where files are and being able to quickly locate important documents and contact information is crucial, he said.
"On an administrative level, the ones who tend to be the most successful are the most buttoned up,' he said. "They can be almost anal ... and I know a lot of people who do better when they work with anal people.'
Lynn Segal, president of LS & Associates Inc., a "boutique' recruiting firm based in Sherman Oaks, also places heavy emphasis on orderliness in the workplace.
"Being organized cuts down on the mistakes that are made and it also cuts down on time,' said Segal, who runs her company along with business partner Judi Kenniston. "With a lot of people who hire us, the first thing they say is, 'I need someone who is organized.' '
And Segal says she can usually spot that quality - or lack thereof - in job applicants.
"When someone calls me, they'll send over a resume first,' she said. "I look at the resume for certain bullet points, and I can tell if they are detail oriented. And when I bring the person in, I always look to see how detailed they are in the job application.'
Covina psychologist James Skalicky said people often put off cleaning up their work area because they feel they can come back to it later. Meanwhile, the mess gets worse - and the prospect of cleaning it up becomes even more daunting.
"Some people fool themselves into thinking that they know where everything is,' said Skalicky, who also teaches psychology at Citrus College in Glendora. "But they often don't realize how long it takes them to locate things.'
Skalicky's advice?
"Do it now,' he said. "If you have 10 things you need to do, you'll usually start with the things you want to do first. But if you did the things you least wanted to do first (like cleaning up a work area), you'd feel like you already did 80 percent of it.'
Headquartered in Melville, N.Y., Pendaflex is one of the world's top makers manufacturers of organizational tools, including files, binders and labels.
