Go for effectiveness, not neatness. Neatness as an end by itself can even be dangerous: Putting things away in order to clear off your desk can cause you to lose or maybe forget about them. This one suggestion will instantly let you work smarter not harder.
Clutter is rarely caused by inadequate space or time. The cause is usually indecision. So be selective about what you bring into your office and home. If you happen to know what you value and what your ultimate goal are, being selective is not difficult.
Have a place for everything. Open your mail in the same place all the time so it doesn't get strewn all over. Put unpaid bills together, separate from paid bills. Keep all office supplies together to prevent duplicate procurements.
You should not use your whole desk surface as a giant In-box. Instead, determine the next action on every piece of paper and file accordingly. Tasks to be completed soon (phone calls to make, questions you should ask business associates) and current projects get into your "Action Files," which should not be combined with Reference Files. Action Files ought to be kept close to you.
That saying, "Handle each piece of paper only once," is too extreme to be practical. But it contains a grain of truth. Do try to take the next action that's needed each time you deal with a piece of paper. What about that seminar advertisement you put on your desk, as a reminder to decide if you should sign up - you know, that paper you've shuffled 15 times today already? Either call right now to get the information you require, or make a note in your appointment book to call later. Then you're that much closer to being done with it.
Don't keep paper that you're not willing to spend some time filing. If you don't document it properly, you either will fail to remember you have it, or you won't be able to find it if you need it. It does you no good, and the result is just like if you'd thrown it out to begin with. If you are set up to scan information into your PC, be selective. If you cannot imagine a certain situation when you'd need to refer to the info again, don't scan it. The majority of us save a great deal of paper we'll never work with again.
Often we are own worst enemies, interrupting ourselves by moving from one half-finished task to another. Stop doing "the desktop shuffle" - shifting papers aimlessly around on your desk. Whenever you handle an item, take an action towards finishing it so that you will work smarter not harder.
Learn to say "No." You could live to be a hundred yet still not have time to do everything you want-that's the curse and gift of being intelligent and having high expectations of your own self. The good news is you can choose what to focus on. You have more freedom than you may recognize. Aside from obligations such as caring for vulnerable family members and paying taxes, hardly any of what you "have" to do is morally or legally compulsory. Review everything in your life and ask, "What's the worst that can take place if I stopped doing this?" Saying "No" sometimes is the way you can "Yes" to what you really value.
Watch out for stuff. The more stuff you have, the more you need to find a place to put, and the more you'll need to clean, repair, and eventually change. Stop buying things you don't actually need just because they're for sale. That alone will let you work smarter not harder. You can get more stuff, and you can always get extra cash. But you would never be able to get more time.
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