Years ago, before the digital revolution, workplaces had a “Keeper of the Files”—let's call her Mable. Mable was like a human version of the cloud, storing and retrieving information quickly and accurately. She would create order in the chaos of paperwork and file folders. But as we continue moving towards paperless offices and the vast internet of everything while still managing printouts, mail, and other physical documents, everyone has to become their own Mable. However, this is no small feat because not everyone is a natural organizer.
So, here we are, surrounded by professionals who excel at their jobs but transform into archaeologists whenever they need to find something stored on their computers or sift through piled on their desks.
While we can’t turn everybody into a master organizer, there are three “Mabel Rules” that will help make your office, workstation, and desktop functional clutter-free and turn you into a master of both the digital domains and paper piles.
Never file anything under miscellaneous. While this might seem like a shortcut to clearing out stacks of reports, paper, and documents, we are trying to remember what we meant by miscellaneous even five minutes later. Filing is more than just a cleaning tool; it’s for retrieval, not storage. Whether digital or paper, be specific and intentional about creating categories of files to spare yourself the agony of deciphering miscellaneous documents and cryptic file names.
File everything no matter what its stage of completion. Don’t use piles of paper or open documents on your desktop as a reminder of what you need to tackle next. You need frequently used files, documents, and reference materials within arm's reach (or a mouse click). You’ll be able to pull it quickly when you need to access it and close the tab or file it back when you're not working on it. And don't keep a million tabs open on your computer or stacks of papers on your desk. All those tabs are distracting and can lead to a nearly 40% reduction in productivity. And a study found that cluttered spaces are a huge driver of procrastination.
Keep track of everything you need to do in your planner. We’ve all got more tasks to complete than time in a day, so you are more likely to drop the ball when using stacks of papers or open tabs as a reminder of your to-dos. Instead, keep track of what you need to do in a single reliable list. You can choose a beautiful planner, an App, or the note section on your phone to keep a master to-do list. It’s much easier (and less intimidating) to scan your planner or list for what needs to be done and retrieve the digital or paper documents associated with the task, rather than relying on piles of papers, emails, and a ton of open tabs on your screen. Let the list be your guiding light through the murky waters of deadlines and deliverables.
The era of Mable, the informational gatekeeper, may be over, but you can embrace Mable 2.0 to tame the chaos of your digital and paper files. It’s worth it to train your teams and yourself to create an organized and functional workspace for greater efficiency and productivity.
Source: APA
Source: Study