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Chicago Biznews, Issue 22, July 9, 2004
By Cheryl Vargas, OrganizeChicago
Do you feel swamped by paper, but find it hard to throw things away?
When looking for a file, a roll of tape, or a pencil do you rifle through locations to find
what you seek? If you do, you're like millions of people who deal with disorganization
on a daily basis. On average, Americans lose one hour a day searching for misplaced
objects, which equates to roughly 6 weeks a year.
Here are a few tips to start your journey on the road to getting organized.
Manage Paper Clutter
1. Basic tools: A file cabinet, trash can, file folders, shredder and letter opener.
Stage these items in an area you designate as the place to deal with everyday mail
and paperwork . If you have to walk across the room to file a document you are more
apt to delay filing. Training yourself to file what needs to be filed instantly, brings you
one step closer to a clutter free desk/work area. (Or if you're a delegator, create a "to
file" folder and have your assistant handle this task.
2. Sort and read your mail over the trash can/shredder. Dealing with mail immediately
and sorting it appropriately helps to eliminate procrastination and unidentifiable stacks.
• Coupons and offers - clip the coupons, file them and note the expiration date on your
calendar. Place "soon to expire" coupons in your wallet or coupon caddy (as long as
you've noted the expiration dates.
3. Create a folder labeled "Delegate/Distribute/Mail". This is an action folder that
alleviates the need for creating piles on your desk. Always check this folder when
leaving your desk or the office.
4. Read and clip articles from magazines and trade publications…or subscribe online.
If you're receiving hard copies, deal with them as they arrive. Pick a time of day, lunch
time perhaps, for reading. Hint: Don't let 2 or more years of any ONE publication take
up valuable living space. Consider donating them to a local hospital or senior home.
Magazine Management Tips
• Clip articles of interest for routing to staff, filing (ex: 'to read', 'marketing tips',
'employee relations'), for example: marketing ideas, vendors, client retention, etc.
• If you have publications that are more than two years old chances are that newer
information is available. Furthermore, back issues and current e-zines are probably
available online. If they are, consider contacting the subscription department to sign up.
• If you must go through your old publications to make sure you're not missing
something, take a small stack at a time to read during your commute. Keep a small
stack in your car for when you're stuck in traffic or in your briefcase for those times
you're waiting in long lines.
Storage Tips
5. Need more space? Think vertical! Shelves above and around your desk area can
help you clear up valuable floor and desk space in your work area. Consider the
following items for "on-the-wall" storage:
• Store your hand-held device and cradle, cell phone charger, speakers, reference
books, photographs, office supplies, collectibles, Cd's, your business cards, etc on a
nearby shelf.
6. Use stackable, see-through containers for storing everyday office supplies.
• Pens, pencils, markers, stamps, batteries, push pins, labels, etc. are much easier to
locate when you can see through the drawer you store them in. Or if you can't find see-
through containers that you like, be sure to label the containers appropriately.
7. Think of "zones" when organizing your supplies and work spaces. Store related
equipment and supplies where you perform related tasks. For instance:
• Keep paper, cartridge refills and a trash can near your printer
• Electric equipment, power cords, cables, etc, neatly coiled, labeled and placed in zip-
lock bags for easy search and retrieval.
•Family games, decks of cards and art supplies could be stored in a container where
your family enteracts most (the den, family room or basement).
Cheryl Vargas is a professional organizer and owner of OrganizeChicago (est. 2003) which
provides customized home and office solutions, 'one room at a time'. Cheryl is a member of
the National Association of Professional Organizers and the Oak Park River Forest Chamber
of Commerce. Contact: 312-371-9526 or e-mail: cv@organizechicago.com for more
information.
reprinted. Please use
the press box below for
author credit.
with permission from
Cheryl Vargas,
OrganizeChicago.
OrganizeChicago
provides customized
home and office
solutions, 'one room at
a time'.
OrganizeChicago is a
member of the
National Association of
Professional
Organizers. Contact:
312-371-9526 or
e-mail:
cv@organizechicago.c
om for more
information.
lose one hour
a day
searching for
misplaced
objects, which
equates to
roughly 6
weeks a year".