Get rid of the clutter to become more organized By Rachael Bender You spend hours searching for that important document you need to take to your afternoon meeting. Later in the day you find that your expense report is due, but you can't find all your receipts. Finally you give up the search. Those mounds of paper strewn around your office have become an overwhelming burden. Does this sound like you? Perhaps it's an extreme example, but recent statistics reveal the average executive wastes 150 hours a year looking for documents. Monica Ricci, owner of Atlanta-based Catalyst Organizing, says, "If you can't find the information you have, it's useless." Ricci says that most of her clients are disorganized due to too much saved paperwork and a lack of a filing system. Boost your productivity by cutting through the clutter to become more organized. Step 1: Organize Your Workspace Set aside a couple of hours to thoroughly sort through your office. Grab a trashcan and four file folders. Label your file folders: "Take Action," "Pending," "To File" and "Contacts." Quickly go through each paper on your desk, inside your desk drawers or piled on the floor and decide if it is absolutely necessary. Ask yourself this question "If the building was on fire, is this an item that I could not replace?" Toss any items that are not vital to your job or current projects. Make sure you also toss items like old newspapers and magazines. The most important part of any reorganization project is to purge any paperwork or items that don't have immediate value, says Ricci. If the item needs to be taken care of immediately, place in the "Take Action" folder. If it is an item that needs to be done in the next couple weeks, place in the "Pending" folder. Supporting items for projects you have already completed can be placed in the "To File" folder. (It is important to focus on clearing the clutter so do not file these items now). Any post-it notes or phone messages should be placed in the "Contacts" folder. Step 2: Purge Unnecessary Items Take a look around your office. Are there items you don't need? Perhaps you have a stack of magazines, lots of family photos or tchochkis on your desk. Throw them out or take them home. Too many miscellaneous items can make your desk feel disorganized and create mental clutter. Step 3: Contacts Folder Next time you have a few free minutes add any items in the "Contacts" folder to your rolodex or electronic contact file. Keeping all the phone numbers, fax numbers and addresses in one place will prevent hours of searching. This is also the time to purge any contacts you no longer need. Step 4: Filing If you can't find necessary files within 30 seconds, your current filing system isn't working. Every project you are working on should have it's own file folder. By keeping all the paperwork for each project separated you're sure to find all the items you need quickly. These folders should also be grouped by category. For instance, the main category of "2000 Budget" would contain the folders broken out by Department such as "Marketing" and "IT." Also consider separating files you are actively working on from projects that are completed. If you deal with lots of paper, it may save time to set aside one hour a week to update your filing. Step 5: Keep Necessary Items Nearby To gain the most time out of your day make sure you keep items you use on a daily basis near your desk. If you frequently print on company letterhead, keep some of the stationary in a file folder nearby so that you don't have to get up and go to the supply room. If you never use a stapler, remove the item from your desk and replace it with paperclips. Step 6: Maintain a Clutter-Free Zone Spend 15 minutes at the end of the day getting organized. Prepare for tomorrow by creating a "to do" list. The pending items will still be fresh in your mind and this way thing won't slip through the cracks. Also spend this time putting all items back where they belong. Don't go home until your desk is clear. Make sure you make it a habit to never touch a piece of paper more than once without taking action. Every time you open your "Action" folder make sure you get at least one of the items completed before moving on to your next task. Whenever you write down a new contact number place the slip of paper into this folder to add to your rolodex later. Step 7: When to Hire Help If the job seems overwhelming or you've tried before and haven't been successful, you may need to hire a professional organizer. "There's no shame in hiring a professional. You wouldn't try to redo your house's plumbing on your own," Ricci says. Professional organizers can help you revamp your filing system, create a paper flow system, create an electronic organization system, teach time management skills and help with space design issues. Professional organizers charge between $25 - $200 per hour depending on the complexity of the job, area of the country and their expertise level. To find a professional organizer in your area contact the National Association of Professional Organizers. By being proactive about organization you'll not only gain hours into your day, but you'll never have to pull your hair out looking for that missing memo. Also see: Organization for your car Dealing with difficult people in the workplace How can a coach help a working mom like me?