How I learned to organize my work space in 4 steps

Like millions of other people, I began working from home during the pandemic and was forced to create a work space in the only spot I could find.

For me, it was a corner of the kitchen. I left all of my odds and ends at the office, so I had only my laptop and a small printer, but I quickly adapted to my new minimalist work space.

I was shocked when I finally returned to my real office and my forgotten clutter. There was so much junk mail! So many piles of paper! I realized for the first time that I had THREE staplers!

I decided there was no better time to make my office a clean, organized space. Here's how I did it.

I wanted to start with a clean slate, so I removed everything from my desk and drawers. I took the opportunity to throw away some random items I had been storing for way too long. Goodbye, Windows XP installation disk!

• Declutter office supplies. I donated my extra staplers and many, many unopened boxes of pens. Only keep what you know you'll use in a reasonable amount of time — say, one calendar year. Ask yourself...how many Post-Its do I really need?

• Declutter personal items. This doesn’t just mean paring down your family photos and your bobblehead collection. It also means removing any non-work-related items that mysteriously migrated to your desk. That grocery list from last October? The insurance renewal notice for a car you no longer have? If it doesn't belong at work, remove it from your workspace.

My ultimate goal is a paperless office. When possible, I digitize documents and shred the hard copies because:

• It saves space.

• It's easier to share files.

• You can make files searchable.

A scanner is a must-have along with cloud storage for regular backups. These don't have to be expensive! There are scanner apps for your smartphone and low-cost cloud storage options. Here are some video tips on scanning:

For original signed documents and other things I can't scan, I created a filing system that makes visibility the #1 priority. Everything is easily accessible instead of buried in a pile.

1. Documents I use frequently are in a desk drawer file within arm’s reach.

2. Documents I use occasionally are organized by month and year in a filing cabinet.

3. Documents I use rarely are archived in labeled banker boxes.

Set up a physical inbox for anything that needs your attention ASAP.

The inbox should be checked weekly, if not more often. Sometimes a document might need to stay there a little longer, and that’s OK!

• Touch every document in the box at least once a week so you don’t forget about them.

• Empty your inbox every Friday morning.

Taking just a few minutes to declutter regularly will go a long way towards keeping you organized and efficient.

Set a calendar reminder to maintain your work space at regular intervals (once a month is ideal). You can do this with a paper calendar, on your Apple or Android device, or within Microsoft Outlook.

Don't be afraid to tackle the mess. You’re in control now!

By organizing your work, you’ve given yourself a gift that goes far beyond a tidy desk, orderly calendar, or clean inbox. You’ve taken back some control of your work life.

—Marie Kondo and Scott Sonenshein, Joy at Work