Ask the Career Consultant: Overwhelmed and Disorganized

Dear Lisa:

No matter how hard I try, I just can't seem to get my workspace organized efficiently. I'm continually moving things around on my desk and rearranging files. I feel overwhelmed by my workload and can't get a handle on the best system to use. Can you help?

Overwhelmed and Disorganized

Dear O & D,

It's quite possible that you feel overwhelmed because you are disorganized and disorganized because you are overwhelmed! They really are too different issues. As busy office professionals with time demands and increased work loads, our workspace or office can become a war zone. That's a natural consequence of a busy day, but if you find your area is in a consistent state of mass confusion from day to day and week to week, then we need to talk serious operation organization.

Many office professionals use January to clean and reorganize for the new year. I always felt great from January to April. Then like an alien invasion, by June my office was taken over by piles of folders, old magazines, faded Post-it Notes and the ever popular butterfly that came in the lovely plant I received for Administrative Professionals Day!

June is a great month to do a mid-year clean up.

Without actually seeing your workspace up close and personal I will suggest a few ideas to get you pointed in the right direction.

1. Stop, Look and Listen

The next time you walk into your workspace, stop in your tracks and look around. Listen to what thoughts cross your mind. Be honest with yourself about how the confusion "speaks" to you.

2. Start With the Basics

Begin by doing a quick surface clean. Be aware that even though your company may have weekly housekeeping services, they are usually instructed not to disturb desk items. So, the more you have on your desk, the less likely it's being cleaned adequately.

3. Use It Or Lose It!

Only keep on the surface of your desk the supplies that you use more than 5 times a day. Put ALL other items in a drawer. Your desk should not be an advertisement for an offi ce supply store! If you have a pen or pencil holder, my suggestion is to lose it. Keep one pen on your desk and several in a drawer. A pen holder can become a breeding ground for pens and highlighters. I rarely see a pen holder that screams "I'm organized!"

4. Personally Speaking

This one gets sensitive, I know. Be careful how many personal objects such as art, family photos, children's drawing, beanie babies and plants you accumulate. Choose one or two nicely framed photos and one or two objects that reflect your personality. You can always rotate them.

5. Purging Required

If you are feeling overwhelmed with paperwork, it's quite possible that you haven't done a healthy purge in awhile. Schedule 30 minutes a day for a week to go through your files and remove unnecessary files or paperwork. If you need to keep the files, but aren't accessing them regularly, consider moving them to a file cabinet in another location.

6. Use the System that Works for You

It's possible that you are disorganized simply because you haven't found the right system. One mistake I see made is that of assistants coming into a new position simply falling into the filing patterns of the prior assistant. It might be time to write your own flight plan! It could be simply a matter of switching from an alpha system to chronological system.

7. Handle It Once

Your in and out boxes can quickly become a high rise condominium for miscellaneous paperwork! You can easily lose track of important correspondence when it's shuffled from one tray to the next - To do, Pending, Pending Signature, Waiting on Someone Else, etc., etc. Every piece of mail, paper work or file should find a "home" at the end of the day. Annotate each item and then make a note in your permanent task list of the action that needs to be taken on that item. Make notes if necessary and reference the file name. Getting specific on your task list is a great way to get organized. Don't just add "Draft letter to Bob." Your specific task is: "Draft return to letter to Bob by Friday as requested in his letter dated 6.1.08 located in file name."

It's All About Credibility

Remember, your workspace says a lot about you. It represents your attitude and reflects your professionalism. It's worth the time it takes to do some spring cleaning because it makes a statement and brands you as an office professional who takes her role seriously. Go back to Step #1 if you need to and Stop, Look and Listen. Your overwhelming feelings will start to dissipate as soon as you listen to what those beanie babies are telling you!

Send your question to the Career Consultant: lisa@wingspanmotivation.com.

Lisa Olsen provides OfficeArrow members with down-to-earth career advice from her extensive experience as a Career Consultant. An author, trainer, speaker and consultant, Lisa's dedication to building relationship chemistry and helping people power up their potential has been the catalyst for her own success. Learn more about Lisa and her services, including keynote addresses, resume revision, and on-site professional development training here.