Tips for Managing Your Desk

Efficient and effective professionals maintain their desks in good order - clean, organized, and clutter free. Clear and useable workspace is the functional purpose of the desk.

Clean out your desk drawers

A few years ago I was promoted to a larger branch as its manager. When I went into my new office for the first time I began looking around. When I opened the desk drawers I found a mess in each one. I spent half a day just cleaning out those drawers. It wasn't fun, but it was necessary.

For true efficiency you need to be well organized, which includes having your desk drawers in good order. Having messy and disorganized drawers will prevent you from working efficiently and effectively.

You may need to do what I did. Take half a day and clean out your desk drawers. Yours may be in decent shape and simply require some light cleaning and minor reorganizing. Or, they may be a disaster! Whatever the condition, clean them out.

- Throw away anything and everything you can.

- Sort the contents of all drawers.

- You may find similar or identical items, such as two or three staplers.

- With everything sorted, decide what you will place in each drawer.

- Place the items in the appropriate drawers.

- If you have at least one file drawer, I suggest you keep it free for a tickler file (see my article "Just What is a Tickler File?").

- If you have a second file drawer, you should use it for your "Key files" (explained later) and working papers.

- You may have a lot of office supplies. Consolidate them into one drawer, if possible.

- Use one drawer for your small office tools (e.g., stapler, tape dispenser, hole punch, etc.)

Knowing what you have and where it is will help you work more efficiently each day.

Keep your desk top clutter free with plenty of workspace

I hate to admit it, but there have been times when I could not even see my desk top. I knew it was there, underneath all that stuff, but I really couldn't see it. How about yours...can you actually see it?

Some people believe files, reports, and stacks of paper covering their desk proves just how busy and important they are. What it does prove is how cluttered and disorganized they are.

The whole purpose of having a desk in the first place is having a surface on which to work. Some people could not even open a file folder in front of them because of the piles of stuff cluttering their "workspace."

Keep on your desk top only what you need. Minimally, you'll need these items:

- Three letter trays (see my article "How to Manage Paperwork Efficiently").

- Your telephone.

- Your notebook.

- Your calendar (if you still use a paper one).

- And...well, that's about it!

You may want to cover your desk with lots of personal items - family pictures, awards, and collectibles - but these take up space. Okay...put a couple of pictures out, but make sure you've got a lot of clear space.

You do not need to keep the small office supplies and tools on your desk top. As previously stated things such as your stapler, tape dispenser, paper clips, extra pens, etc., can all be stored in a desk drawer. You can quickly access them when needed, and then put them back when done.

"Hey, what about my computer?" You can place it on your desk if you prefer. I always place my computer on my credenza or a computer stand because I prefer the extra space on my desk. If you can maintain plenty of open work space with your computer there, then that is fine. It is, after all, a matter of personal preference; however, maintaining plenty of clear space on your desk is essential.

Create a "Key Files" drawer in your desk

I had three different offices during my management career with my last employer. I had a "Key Files" drawer in each, usually the bottom left file drawer of my desk. Now I work from my home office; and, I still have a "Key Files" drawer.

What is a Key Files drawer?

In this drawer you place those files you use frequently. The subjects will be varied. Our tendency is to file similar subjects together. However, in your Key Files drawer there will be a diversity of information and data. Most will be unrelated, but each will be a key file; and, that is why they reside in this drawer.

When I was a manager my Key Files drawer contained files like our emergency action plan, security information, various important procedures, complete contact lists, etc. There was also a folder for my boss and one for each direct report. I had a folder to hold notes for my next staff meeting. The current year's P&Ls were in there, along with other important reports. You get the idea.

You know what your key files are. Any file that you use regularly and frequently should be included. Having such files in reach will prevent a lot of getting up and down. Other files that are used infrequently can be kept in your file cabinets.

Don't eat lunch at your desk

I admit...I have been guilty of this myself. I would grab my lunch, go back to my office, and work while eating. In fact, one study concluded that at least 70% of American workers eat at their desks several times each week. Admit it...you're one of them too, right?

It is best not to dine at our desks, and for several good reasons.

- First, for health concerns. Health care and nutritional experts agree that eating at your desk or work area is not sanitary and may pose a health risk. Research studies have found that desks actually contain more bacteria than most lavatory seats. Yuck! Think about that for a minute.

- Second, because you're working, and you want to get back to just working, you'll probably eat too fast and likely eat too much. There's nothing like trying to conduct a conference call in the afternoon while fighting off heartburn and indigestion. (I know from experience.)

- Third, we work best and produce optimal results when we take regular breaks. Going hard at work all day without an adequate interlude for mental rest and relaxation is actually counterproductive.

- Fourth, when we stay at our desks all day, we miss the chance to get some exercise. Getting up and out the office is at least some exercise. If your cafeteria is on another level, then take the stairs. Perhaps a bistro you like is in walking distance from your office. Take that walk. Get out of the building and get some fresh air.

- Last, we miss the opportunity for social interaction. Call a colleague, or two, to join you for lunch...away from the office. Leave work behind and enjoy a good lunch with friends.

Getting away at least gives you opportunity to make good food choices. You will be refreshed mentally as well. Try to get out of your office everyday, if possible, even if no further than your cafeteria or break room.

Clean your desktop at least once a week

I have been guilty of letting my desktop get a little too dusty. Your desktop should be kept clean and dust free. This is for a variety of reasons.

- First, you want to make the best impression on those who enter your office or cubicle. If your desk is dirty or dusty, what does that say about you?

- Second, keeping your desk clean and dust free will benefit your physical health. Clean it with an appropriate cleaning agent that will promote a sanitary environment.

- Third, just having access to your desktop in order to clean it means that you're keeping it clutter free. Keeping the clutter off the desktop will help ensure that you're keeping up with paper flow and filing (assuming you're not just moving the paper off and back on after cleaning).