To Save Or Not To Save
That Is The Question
By Cyndi Seidler
Reprinted from Business Organizing News, Winter 1997 issue
Is your work environment user-friendly? For those of you who aren’t computer-oriented, "user-friendly" is a term that means a computer user can get around and learn a program easily because it has been written in such a way as to make it simple for the user to do what they set out to do.
When I walk into an area with paper and files cluttering the space, I get a sense that the area is somewhat "unfriendly" to the occupant because, obviously, the person couldn’t possibly get around easily with that mess. In that regard, how could they accomplish all the things they want to accomplish?
Another way I look at clutter is that it’s kind of like having people hanging around your space silently yelling at you all day! Because, the way I see it, those loose pieces of paper are screaming to be dealt with!
Now, the rational thing to do with a bunch of people hanging around distracting you and clamoring for attention is to first decide who stays and who goes, then handle the ones that stay so they can get out of your face and go home.
Paper and files need a home. So, in starting to deal with clutter, begin by gathering all paper into one or two piles for sorting. This only takes a minute or two and is quite fun, once you confront getting the homeless off the streets—I mean, off the work beat.
Next, make a decision about each piece of paper: 1) Decide if you want to do something with it; 2) If you want to keep it; or 3) If you don’t need it.
If you don’t need it, throw it away. However, if you want to do something with it, assign a folder an "Action" file, note the task on a Master To-Do List, and place the paper inside the folder. Project files are also a type of Action file and any related project material should be put in its designated folder. If you are keeping the paper, decide on a folder name, label it, and put the paper away.
Of course, the major decision-making dilemma in this sorting process is often establishing whether or not you really need it. There are a couple questions to ask yourself that make this decision-making an easier task.
First, ask yourself how the information could or would benefit you by keeping it. If it serves a purpose, file it. If not, get rid of it.
Secondly, ask yourself if you really intend to act upon this information. If so, establish where it will go (as discussed earlier). If not, get rid of it.
Remember, keep it simple!
Copyright © 1997 Cyndi Seidler. All Rights Reserved.
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