Workplace clutter is simply postponed decisions. Many lab managers have cluttered offices. If you don’t believe it, just look around. Begin in your own organization, and then look in places like the manager’s office of your local retail store.
Managers tend to think “big picture,” but following through on details can be a struggle. They like to start things, but finishing them can be a challenge. Oftentimes, the more brilliant a person; the messier their office. Sorting and filing seems like a lower priority than serving your hospital or healthcare organization, but is it? It’s easy for colleagues and co-workers to wonder, “If someone can’t manage their own office, how can they manage a department or a company?”
According to a 2010 study by Brother International, an office products company, the cost of messy desks and time spent looking for misplaced items in corporate America is about $177 billion annually. That price tag, figuring the time spent daily hunting for misplaced files, staples or documents, added up to 76 hours-nearly two work weeks-a year. According to the same study, it is also taking a toll on wallets and pocketbooks, since nearly one-third of those surveyed failed to get reimbursed for a business or travel expense due to a misplaced or lost a receipt.
What is the Problem?
Getting and staying organized is not easy-if it were, there wouldn’t be so many highly successful, intelligent, creative people who struggle with it. Unfortunately, organization skills are not taught in school, so unless you were born organized or had a good role model for organization when you were growing up or in a job situation, you’re out of luck.
The introduction of computers and a desire to reduce overhead expenses has resulted in fewer administrative assistants and subsequently messier offices.
Solving the Problem
There are numerous ways a laboratory can be-and stay-organized. Look at each item in your office and ask the question, “Does this help me accomplish my work or enjoy my life?” If the answer is “No,” but you’re still reluctant to get rid of something, ask “What’s the worst possible thing that would happen if I didn’t have this?”
If organizing doesn’t come naturally to you, it’s unlikely that, even with the best system, you will have a continuously neat desk, but cleaning it off at the end of the day, or the end of the week at the very least, will be a cinch if you simply have a SYSTEM (Saving You Space, Time, Energy, Money).
The Magic 6
Half of any job is using the right tool. Here are six tools you can use to eliminate the clutter in your office, accomplish your work and enjoy your life:
Place three containers on your desk within reach of your chair.
1. One for the items you haven’t looked at yet.
2. One for outgoing items or things you need to take someplace else.
3. One for items to be filed.
Make it easy to get rid of what you don’t need. For example, if you have a shredder, but you can’t reach it from your chair, use a desk drawer, or a small box under your desk. Then develop a system for actually getting the paper shredded.
One of the biggest contributors to a messy desk is papers that serve as reminders to do something. Keeping an open calendar can help eliminate this issue. While most of us are great at making appointments with other people, we’re not so good at making appointments with ourselves. We need to care for ourselves in order to meet the needs of others.
Contact Management System
Another big source of office clutter is papers (and electronic files!) with contact information-names, addresses, phone numbers, e-mails, etc.
These files should be located close to your desk. They contain the papers you need to work on your current projects. They can be sorted in three different ways:
1. By date (files labeled 1-31 for the current month, and Jan-Dec).
2. By type of action (e.g., “Data Entry” “Expense Reimbursement,” “Waiting for Response”).
3. By name of project, client or event.
Most people have a combination of the three.
These files contain all the papers you may not need on a daily basis, but don’t want to throw away. They can be located in or outside your office. Your “To File” box will serve as a place to hold the papers that need to be filed.
Some projects may have both an Action File and a Reference File. The Action File will contain the papers you are currently using, while the Reference File will contain the completed papers that you want to retain.
So, here’s the challenge: Set aside four hours to clear your desk by putting everything on it in a box. Set up The Magic 6 to stop future clutter and provide a SYSTEM for every new piece of paper in your office.
Maintaining Your Success
Organizing is an art! People often ask, “What should I do?,” but the real question is, “What will you do?”
No one likes to think about maintenance-but unless you figure out how you can maintain any system, you will fail. You can go to a health spa and lose a lot of weight, but maintaining good exercise and good eating habits are essential if you don’t want to gain back everything you lost. One way to think of maintenance is “plan + habits.” If you know yourself well enough to know you won’t maintain it and you want your office to reflect the quality of the products and services you provide, bring in some help. Your office will look better, you will feel better and your laboratory will function better!