Diet Mind Spirit

Here’s how:
1. Use a system to manage paper

Most of the clutter on my desk is paper. In a recent post, I wrote about a system for organizing files on the computer. The same system can be modified to work with physical files:

Setup: A place for everything
First, you’ll need a few items:

* Inbox
This is a standard stackable letter tray. Put documents that don’t yet have a place in here. This may be items like memos, print-outs, and random things placed on your desk by random people.
* Incubate box
On top of your Inbox tray, stack another letter tray to put items that are “on hold”. These are items you aren’t yet ready to do or complete in here. They may be articles you’re thinking of reading, sketches for potential projects, and information about events you might attend.

* Action & Tickler file
For this, Merlin Mann of 43 Folders recommends an A-Z accordion file. Put papers requiring an action that takes more than 2 minutes in here. This may be items such as forms to fill out and documents to proofread. You can also use a tickler file to supplement this. Check out Merlin’s tutorial for more details.
* Current projects rack
For this, use a file rack or small file box to hold folders for active projects. Create one folder per project.
* Filing cabinet
Put completed projects, general reference items, and anything else you might want to look at again in a filing cabinet. Use simple flat folders organized from A-Z, instead of hanging folders.
* Dump boxes (trash can, recycling bin, shredder)
I avoided throwing away paper because I didn’t have access to a trash can, felt guilty about tossing recyclable paper, or was afraid of throwing away confidential materials. Having a trash can, recycling bin, and shredder for each of these situations eliminates these hesitancies.

Usage: Process, Organize, Review
You’re now all set and ready to clean your desk. The steps below are adapted from David Allen’s GTD system:

* Process
Put all papers on your desk in your Inbox tray. If it doesn’t fit, just put it next to it for now. Go through each file one by one. Ask yourself: can I act on this file? If yes:
o Do it
If it takes less than two minutes, just do it.
o Delegate it
If you’re not the right person to do it, then send it to someone who can.
o Defer it
If it takes more than two minutes to do, but it in your Action or Tickler file. Or if it’s project-related, put it in your current projects file rack.
* Organize
If the file has no action for you to do, you can:
o Trash it, recycle it, or shred it, if you don’t need it.
o Put it in the Incubate tray if you’re not ready to deal with it.
o Archive in your filing cabinet for later.
* Review
The most important part of the system is setting up reviews for you to process your Inbox and organize your files:
o Daily
Process your Inbox as often as you like throughout the day, but do it at least twice a day: once around noon and again at day’s end. You must empty it at the end of the day, so that your inbox is nice and fresh in the morning.
o Weekly
At the end of the week, move completed projects into your filing cabinet. Go through your Incubate tray and decide if you’re ready to act on any of the files, following the steps you would to process your Inbox. Take items in your recycling bin to the main recycling bin in the office.
o Monthly
At the end of the month, go through your filing cabinet and prune any files you don’t think you’ll ever need again.

2. Banish Post-it notes

Stop using Post-its to remind yourself of important information. They’re just to easy to lose and they’re ugly when plastered all over your monitor. Instead, keep a little notebook on your desk to write down reminder notes. Better yet, use GTD tools such as the hipster PDA and kGTD to keep track of what you need to do.

3. Trash those printouts

After printing a file and completing the action associated with it, throw it away. You already have a copy of it on your computer, so you don’t keep it lying around on your desk.