Taking your desk from a precarious state of “organized chaos” to just “organized” can help save you time and money.
As a financial advisor, you want to spend time working on your business, not searching for a file, says Joel-Marc Golberg, director of finance and administration with the Professional Organizers of Canada in Montreal and a specialist in organizing workplaces for business professionals. “We waste an enormous amount of time just looking for documents, which could be better spent talking with clients and earning income,”
Here are some helpful tips to help you gain control over your desk:
> Create “action piles”
Organize the paper clutter on your desk into piles.
Divide the paper into “action piles,” says Golberg. These piles represent things you have to do with the documents.
For example, you can have a “mail and correspondence” pile, a “read” pile or a “file” pile.
As you sort through the documents, ask yourself: Does this document require a specific action? Does it have a specific purpose? Could I get this information from another source, such as an online source? Do I need to keep it for tax or legal purposes?
Get rid of anything you don’t need or is outdated, says Golberg.
> Choose a filing system
Place the “action piles” into “action folders” so the documents are easily accessible.
Everyone has his or her own preference for organizing, says Goberg. It’s important to find a system the works best for you.
If you are “visual” person, create a filing system that you can see on your desk, Golberg suggests. Or use translucent drawers that allow you to see what’s inside.
If you find the idea of looking at piles of folders stressful, create a filing system that can be stored in a cabinet or credenza, Golberg says. You can also use “in” and “out” trays to create a smaller pile of folders.
> Buy the right tools
Decide exactly what you need to organize your desk and filing system before running out to your nearest office supply store.
Buy organizing bins and trays only after you’ve sorted through all the clutter on your desk and you know exactly how much of each item you’ll need, says Golberg. Otherwise, you could increase — instead of reduce — the amount of clutter on your desk with unused bins and trays.
> Mark it in your calendar
Put your “action folders” into action by making use of your agenda.
Integrate your calendar with your filing system to organize your desk over the long term and prevent documents from being filed and forgotten, says Golberg.
For example, make a note in your agenda or calendar that you need to call a client on a given day. The note will tell you when to make the call and your “call” action folder will make any documents related to the call easy to find.
> Use less paper
Free up some space on your desk and in filing cabinets by cutting back on paper.
Scan documents and file them electronically, Golberg says, to cut down on desk clutter.
IE