Unconventional organizing solutions

Years ago for her birthday, my mother wanted an ice cream cone dispenser. Her pantry had no cupboard doors and given the Victorian style of the house, a big ugly cardboard box just didn’t suit. So, I bought her one.

However, before giving it to her, it sat for a few days on my kitchen counter, waiting to get wrapped. One of those days, an fellow organizer came over for dinner and we got chatting about the dispenser, specifically how else it might be used.

Our favorite solution was as a panty dispenser for women wear small, lightweight underwear. Other ideas were cotton ball dispenser in the bathroom, microfiber cloth dispenser in the garage or workshop, and cloth scraps dispenser for those who are into patchwork or other fabric arts.

My father, who had a workshop the envy of master carpenters, bought an antique printer’s cabinet and used the flat drawers with their small dividers to hold screws, nails, nuts and bolts of all sorts of sizes and shapes.

There are a million organizing solutions out there, often very specific to one particular need. However, sometimes these items can be expensive, or may not live up to their promise once you get them home.

In today’s post, we going to have some fun. I am going to give you some common household items and give you one or two out of the box organizing ideas, then it’s up to you to come up with more to share with other Unclutterer readers in the comments or in the Forum.

Also, we’d love to hear about your own unconventional organizing solutions. What have you re-purposed for home or office organizing whose original design had nothing to do with the solution?

Right, let’s get started.

A wine rack:

  • Lay them on their back, put one on top of the other and you have a way to keep rolls of paper (wrapping paper, architectural drawings, etc.) organized.
  • If you weave, sew, or knit a lot and have large spools of thread or yarn, use the wine rack to store them.
  • Put it in a kitchen cupboard, or on the counter even, and stack glass containers with rice, lentils, etc… (with the labels on the lids instead of the bottles themselves)
  • Store rolled up towels in a guest bedroom or bathroom

A hanging shoe bag:

  • A doll sorter in a child’s bedroom
  • Storage for bottles of cleaners and brushes in the laundry room
  • First aid storage (in a shoe bag with transparent pockets)
  • Apartment Therapy also suggested a way of keeping camping items sorted and off the ground

Now it’s your turn.

What other uses can you think of for an ice cream cone dispenser, a wine rack, and a shoe bag? Are there any other unconventional organizing solutions you could suggest?

Tackling office desk clutter

Recently I moved into a new office at work, much to my former office mate’s delight. With two desks, two bookshelves, a filing cabinet and a large printer/scanner all crammed into a small room, he and I felt like we were always in each other’s way. My moving out gave us some breathing room as well as the opportunity to assess what should go where.

My first task stepping into a new, solo office was to figure out what I needed in hardware and systems. I came up with four categories:

  • Inboxes
  • Working areas
  • Storage points
  • Exit points

Inboxes

I made this plural after careful consideration. The idea is to have as many inboxes you need, but no more. Right now, my inboxes are:

  1. A box labeled “In” on my desk
  2. The notebook I carry in my pocket at all times
  3. My email inbox

These three pieces of hardware allow me to capture everything I typically see in a day. Papers, forms, and documents from staff and co-workers are placed in the inbox tray. The notebook captures what I come across during the day, like requests, questions, and ideas I need to follow through on. The email inbox, well…that’s its own thing. Here’s an article on how I handle that particular job.

Working areas

This is obvious but I need to get work done while in my office. That means an adequately-sized, flat surface where I can process all those inboxes and get down to tasks and projects. For me, that’s my desk, which I keep completely free of clutter. The only items allowed to live there long term are:

  1. Computer
  2. Inbox
  3. Outbox
  4. Pens
  5. 3×5 index cards, for jotting down items that need follow-up (These are tossed into the inbox for later processing.)

That’s it. When I’m working on something, the related files come out and are placed on the work surface. When I’m done with that particular project, all related materials go away. Which brings me to…

Storage areas

I’ve got two types of storage: analog and digital.

Analog storage is a good, old-fashioned filing cabinet. Hanging folders don’t work for me as I always knock them off the tracks. I prefer labeled, standard file folders. Sorting by simple alphabetical order is best for me as I can find anything.

Digitally, I use Evernote. It holds information that may be useful in the future, but doesn’t require any action such as policies and procedures, etc.

Exit points

Just like the inbox, the outbox sits on my desk. Anything that isn’t digital and must travel from me to someone else, begins its journey in the outbox.

None of this is new technology or technique, but it works for me. It’s also clutter-free and efficient. While the office I describe here is at work, this setup would benefit a home office, student’s desk, or homework area. See if you can reduce your office system down to what’s necessary and see your efficiency and productivity rise.

Being mindful: National Situational Awareness Day

Did you know that tomorrow is National Situational Awareness Day? September 26th was officially proclaimed in 2016 as the day that we should take a few minutes to really think about and be mindful of our surroundings.

What is situational awareness? According to Pretty Loaded, the organization that developed the day, it is:

Situational awareness is really just another way of being mindful of your surroundings. Developing this skill will make you more present in daily activities, which in turn helps you make better decisions in all aspects of life.

The concept was developed during World War I and focuses on personal safety, as does the site Pretty Loaded. However, situational awareness extends beyond security. We all practice situational awareness without thinking. For example, we don’t cross a busy street because we know that it’s highly likely that we will get hit by a car. Similarly, most people will think twice about walking down a dark alley in an unknown city.

Situational awareness can help you with your organizing challenges as well. Recently in the forums, someone asked how to get started in uncluttering, stating that decision paralysis was causing a block. Let’s take a look at this paralysis from the point of view of situational awareness.

We have in front of us a drawer full of who knows what. Many people who have trouble uncluttering state that what blocks them is the idea that everything they hold onto might come in handy at some point in the future.

First off, let’s forget about everything else in the house. We are focusing on just this current situation, the drawer. Nothing else exists. This helps take off the pressure. We’re not uncluttering the whole house, only one small piece of it.

Next, as we take each thing out of the drawer we ask ourselves the following questions:

  1. In what situation might this item be useful?
  2. What level of probability will this situation actually happen?

We then put the item in one of three piles:

  1. We can’t imagine using the item.
  2. We can imagine using the item, but we don’t think the situation will come to pass.
  3. We can imagine using the item and see a real possibility of the situation arising.

When we finish the drawer, items in pile A get donated or tossed out. Items in pile B get put in a box (with or without an inventory) and  dated six months in the future. If we don’t touch the box in those six months, the contents get donated or tossed out without any more decision agony. And finally, items in pile C go back in the drawer. Later, once everything in the room has been sorted, we can reorganize what’s left for better access.

By approaching uncluttering using the concept of situational awareness, we take a skill we all have (avoiding putting ourselves in front of moving vehicles, for example) and extend it to an area of our lives that causes us confusion and pain (getting rid of things that no longer serve a purpose).

This same technique can be used for any area of organizing, from prioritizing our time to reorganizing the kitchen cupboards for ease of use. As mentioned above, situational awareness is really just another term for being mindful and present in the moment.

So, now over to you. How are you going to use situational awareness day to help you organize one part of your life?

Words to keep you motivated

Listed below are the most common pieces of advice I give to people on the topic of uncluttering. With a three-day weekend on the horizon for those of us in the States, I thought that some encouragement might be appropriate. Have a great holiday, everyone!

  1. You don’t have to unclutter in one fell swoop. Many projects, spread out over weeks and months, will get you the same results as if you had tackled it all at once.
  2. Benefits of uncluttering can include being better organized, less stressed, and having fewer things to clean. When you walk into a room, you’re able to relax because there is a place for everything and everything is in its place.
  3. Your motivations and visions for your uncluttered life are your guiding star when taking on uncluttering projects. Keep your eyes on your goals and you’ll find that uncluttering has less to do about the stuff and more about the life you want to lead.
  4. You can do it!
  5. You don’t have to unclutter alone. Seek out friends, family, or organizational professionals to help with motivation and keep you focused on your uncluttering goals.
  6. Keep things in perspective. If you relapse and get bogged down, don’t become frustrated and beat yourself up over it. Start again tomorrow. This is home and office organization, it’s not brain surgery. There are worse things in the world than not succeeding your first time with an uncluttering project.
  7. The person with the most amount of stuff at the end of his or her life doesn’t win an award.
  8. The person with the least amount of stuff at the end of his or her life doesn’t win an award, either. Living an uncluttered life doesn’t mean that you have to live an ascetic life. Simple living is about getting rid of distractions that prevent you from enjoying a modern, luxurious life. It’s about smart consumption, not no consumption. To paraphrase Albert Einstein, “Things should be made as simple as possible, but not any simpler.”

What advice, motivations, or thoughts have helped you to be more organized? Let us know what has influenced you!

 

This post was originally published in August 2007.

The power of the plastic inbox

I receive a lot of paper at work. You would think that by 2017 the fantasy of the “paperless office” would have become a reality. While many businesses have reduced their paper consumption, it hasn’t disappeared. I recently tackled the problem at work with a tried-and-true solution: plastic trays (similar to these).

After some rummaging around in the depths of the office supply closet, I found to dusty, unwanted, plastic trays. I cleaned them off and made two labels: “IN” and “OUT”. Triumphant, I put them on my desk. I’ll admit that I felt like an out-of-date 1950’s business man — or at least TV’s depiction of such a creature.

The following morning I told my staff, “Anything you have for me that requires some action — a signature, editing, filing, anything at all — put into my new inbox. You’ll find it on my desk.” Although they scoffed at Grandpa Dave’s request, it’s been a huge success. I’ve realized the following benefits of the good old-fashioned inbox:

  1. Everything that needs my attention is once place. There’s no more searching around for who’s got that paper I need.
  2. Stress levels work are greatly reduced because when you trust your system, your brain stops perseverating, and you can get on with work.
  3. Going through the inbox at the end of the day, when things are quiet and wrapping up, is actually pleasant.
  4. My staff and other colleagues appreciate having a clearly-defined drop point for items that need my attention.
  5. I have more space on my desk to do actual work! No more mini-stacks of paper here and there.
  6. Boy, it sure feels good when that box is empty.

The secret here is to put everything in the inbox. The receipt in your wallet? Inbox. The notes from that meeting? Inbox. The packing slip from this morning’s delivery? Inbox. You can process all of this stuff (decide that it is, what action needs to be taken, and then act accordingly) when time allows.

It’s such a simple, inexpensive thing. Give it a try at work, home, or where ever you collect and process “stuff.” Let your co-workers, family members, or housemates know, too. You’ll be very glad you did.

The organized teacher: three teachers offer advice

As we approach the new school year, organizing gets imperative, not just for families (books, clothes, schedules, and extracurricular activities) but also for teachers. When I was a child, I never once thought about all the work that goes into being ready for September and the start of school. Teachers had two months off, just like I did and they came back to class the same day I did.

But we all know that’s not at all true. As with any project, being well organized before starting can mean the difference between success and disaster and it’s the same for teachers starting a new school year.

How do teachers organize themselves? Is it any different from any other job?

I interviewed three different head teachers, one from Canada, one from the U.K. and one from the U.S.A. And no, being an organized teacher is no different than working in any other service industry.

From what these three teachers told me, there are three areas of organization that teachers need to consider:

  • Use of space – the classroom, paper storage, seating plans, and so on.
  • Personal preparedness – finding the right balance of planning but not over-planning, of learning new things but not obsessing, of using planners versus “winging it”.
  • The needs of students – who they are, what mix of personalities, genders, ages, and abilities they have, how the students did the previous year, and what needs to be reviewed or re-taught.

Use of space

Before starting the school year, our U.K. teacher suggests that together the teachers at a school should:

check and clear the school of any accrued mess to ensure the school feels tidy and organised before we open the door – if the school is tidy, the children are likely to keep it tidy.

The Canadian teacher reminds teachers to:

Throw things out! Teachers cling to paper and stuff! Purge! Keep a file on the computer and get rid of everything else.

Finally, the U.K. teacher also reminds us that daily maintenance keeps papers from overwhelming us:

Tidy each day! Tidy the classroom so it’s prepped for the next day. File away paper and keep your mind tidy and on the job at hand.

Personal preparedness

For all three teachers, planning is imperative, but they all also insist that over-planning is paralyzing and counter-productive.

Our U.S. teacher has this new school year routine:

I like to take a glimpse at the curriculum for the year and see the material that will be covered. Based on the level, I like to prepare a short review at the beginning of the school year, based on the previous material covered to help them ease into the new school year.

The Canadian does something similar:

Depending on what I’m teaching I generally plan out the course, first the big stuff, then break that down. If its a course I’ve taught before, I think about what worked well, what worked OK, and what didn’t work at all. I also like to to change things up (so I don’t get bored) If I have read/learned something new, I think of ways to incorporate it.

An the U.K. teacher suggests getting others involved:

My advice is to prioritise what needs to be done and park desirables until you have a clear plan. Use the human resources around you. People generally want to be involved and including them in the thinking and the journey will help in organisation. They might even come up with a better idea. Talking is the key!

When it comes to over-planning, the Canadian teacher believe that teachers should be careful not to waste too much time. “Sometimes things go off course so be prepared for that. Also lots of teachers waste time with detailed busy work, creating forms, binders, labels, etc. that make more work for no reason.”

The U.K. teachers reminds us as well that all too often “teachers spend too much time prepping, planning before they really know the class. It’s great to be prepared but there’s no point teaching children what they already know. Plan the first few lessons and then asses what’s needed.”

The Canadian teacher offers a good list of basic planning activities:

  • Familiarize yourself with the course outlines, expectations, and assessments.
  • Use a calendar for unit plans and due dates.
  • Colour code courses (it helps to visualize).
  • Make a note of important due dates like when report card marks are due (you would be surprised how many people are caught off guard).
  • Don’t take on too many things too fast. It’s really easy to get overwhelmed.
  • Don’t be afraid to ask for help.

The needs of students

Our U.S. teacher really focused on this area, as did the U.K. teacher. They both insist on getting to know the students and working with the rest of the school’s staff to set individual learning targets where possible before diving into too much organizing. The U.S. teacher will even “go over class lists and see what my classes look like: student numbers, total class size, and gender. This helps me for organizing the class and seating charts.”

She also talks about the need to establish rules the first day of class.

Do not assume they just know how to act. All teachers are different and have different levels of what they will tolerate so communication between teacher and students is important.

Finally, she makes what I believe is the most important point that teachers need to remember:

What is important is to establish is an atmosphere of mutual respect where students feel comfortable in expressing themselves in class amongst their peers and with the educator. Teachers need to remember we are not there to make friends; we are there to educate and help in the students’ growth in the content and be good citizens as well.

For those readers who are teachers, does this advice sound familiar? Is there anything you would add? And for those who aren’t teachers, how might the ideas offered by these teachers apply in your job?

When chaos is king

Last week, I wrote about organized chaos and how to work around it. Recently, however, my boss and I were discussing how we always seem to be putting out fires and going from one challenge to another. No matter what we do, we always feel disorganized. We just never have the time to move projects forward or plan events in advance or do anything that an organized successful business should do.

And yet we are an organized successful business.

Every year we grow. We have a reputation of being one of the city’s best companies in the sector to work in. And the ratio of happy to complaining clients is overwhelmingly positive. So, we are doing something right, but despite all the processes and automated solutions we have implemented, we just never seem to have time to do more.

It’s not that we are disorganized. In fact, we are much more organized than most other businesses in our sector. There are just so many last minute issues to resolve that it feels we move forward only by chance.

In looking for a solution to this problem, I found a great article about the impact of being disorganized at work. Unfortunately, we do every single one of these best practices and we still operate in last-minute chaos. Here are some of the good suggestions the article includes:

Time block and leave space for last minute issues: We do that but when a “challenge” absorbs half the day, the rest of the day gets eaten up by daily tasks.

Use task lists: I actually have blocked out all the major and most of the minor tasks that have to happen each year, and yet I miss deadlines all the time and have to scramble to catch up.

Reschedule tasks when you don’t get them done in the assigned block: We also do this, but at some point the task needs to be completed and can’t be rescheduled anymore, which means delaying and rescheduling other tasks.

Plan the whole week on Monday: However, on Tuesday, Wednesday, and Thursday, three different crises arise and the nothing gets accomplished.

Hold yourself accountable: We are all accountable to each other at the office but are all in the same challenge-to-challenge mode.

Develop processes for the things that need to be done regularly: I am the king of processes and without them nothing would happen ever. We continue to be successful despite the chaos because of the many processes that have been implemented

The article has more points, but as you can see, the daily challenges seem impossible to conquer. This year we even added a new position to deal with a lot of the crises and yet they still occupy too much time in our calendars.

I don’t yet have a solution and to be honest, I think if I did, I’d become a millionaire because this is a problem that most businesses, especially small service-based ones, face. Small companies can’t throw staff at problems the way large ones can.

There are steps we can and will take to minimize the problem, but sometimes you just have to accept that chaos and disorganization are part of your reality and you have to learn to work around both of them.

What do you do when it seems that due to circumstances beyond your control chaos and disorganization do their best to keep you from achieving your goals?

Inherited work clutter – what will your successor have to deal with?

In my last post, I wrote about inherited family clutter. But there are other places we inherit other people’s clutter and the biggest one is at work.

Let me give you an example. Where I work, my former boss had been in her position for almost twenty years. Her mind worked better in paper. She liked to be able to touch things and look up information in books and files. After retiring this summer, she did me the mega-favor of coming in on her own time in September to clear out her office and leave me with what she considered to be the right amount of information.

I, however, don’t work the same way. As I think I might have mentioned once or twice, I hate paper, filing cabinets and bookcases full of books that nobody references.

This has meant that whenever I’m not focused on daily operations or moving the organization forward, I tackle a shelf or a handful of files. I have also rearranged furniture and eliminated several non-matching pieces that just begged to have unused paper piled on top of them, and in the process taken a sort of informal inventory of what we have.

Some areas of the office are bit chaotic since I haven’t been able to devote whole days to a beginning-to-end purge and reorganization, but I am bit-by-bit transforming the office, bringing it in line with the beliefs and habits of the staff who are paper-haters like me.

This process has raised questions for me about my own work habits and although I have just started in my position with the intention of staying in it a long time, having to go through the inherited clutter of my boss, I have been asking myself about succession planning and what someone who comes in after me will think of the way I’ve left the office.

Before I go any further, therefore, I’ve decided to formalize the organization and to depersonalize it. In other words, I am going to use the organization’s mission statement and objectives as my guide for what we end up keeping, what we get rid of, and even where and how we store it.

In doing so, if and when I move on, my successor will have a clear understanding of what is where and why.

In the end, I will have cleared out four bookcases, two small filing cabinets and what’s left over, the staff will able to use because they know what it is, where it is, and what it can be used for.

So, now my questions for you:

  • What information do you store at work?
  • Are you clear why you are holding onto it?
  • Are you making your organizing decisions based on personal preference or are they tied to the cultural beliefs and mission of the organization?
  • If you won the lottery tomorrow and stopped working next week, what would your successor have to deal with? Could he or she sit down at your desk and start working without too much trouble?

Living as paperless as possible

In my post about conference handouts, a reader asked me how I manage to live/work without a filing cabinet.

The easy answer is that I’ve organized both my work and personal life in a way that I don’t need to keep papers.

At home, everything I need to hold onto fits into about half a dresser drawer:

  • The deed, mortgage, our wills, and insurance papers (kept in a small fireproof safe)
  • One year of utility bills

And that’s it. Seriously. We don’t have children, so no need for filing report cards, badges, artwork and such. The Spanish medical system is centralized and efficiently run, so I don’t need to keep any of my own medical records. Apart from this writing gig, I don’t run my own business so don’t need to hold onto any receipts or the like. And since I’m rather anti-paper, I recycle almost everything that comes into the house. Finally, taxes are all done online and are accessible throughout the year, meaning I have no need to keep previous years’ tax forms.

At work, my role as Academic Director is about as paperless as a job can be. All my written communication with staff is done through email or WhatsApp. Student reports are stored in Google Drive spreadsheets and sent to parents monthly. The paper reports the teachers fill out are kept in one of three inbox trays (one per trimester), and in June they are all shredded.

And as I have no part in the administrative/financial side of the business, I don’t have any legal requirements to hold onto anything.

When I still lived in Canada, however, and ran my professional organizing business, I had to hold onto more paper, but I still didn’t have a filing cabinet, or even a drawer. Instead, every year, I bought myself a plastic multi-pocketed folder with an elastic closure. On the tabs for each pocket, I put the expense/income category and every day of the week, I would take five minutes to update my accounting program with anything new and store the piece of paper in its corresponding category.

The folder lived on top of my desk, beside the computer, easily accessible, portable and tidy. When the tax-year finished, the folder would go in an airtight plastic bin in the basement, and I would buy myself a new multi-pocketed folder.

I had such a simple filing system because I am a horribly disorganized person. I studied library science and records management but almost never worked in the field because I could never decide on just one set of stable categories. When asked, “where should I file this?” my brain would come up with at least 10 different options depending on the context of the potential future search.

Through many years of trial and error, I discovered the best way to be organized is to have as little as possible, and in more recent years, have as little legal responsibility as possible.

Now it’s time to turn the question to all of you: at home and at work, what papers do you honestly and truly NEED to keep and what are you keeping out of habit?

And once you’ve figured that out, check out Jacki’s article about organizing documents at home or the Office Organization archive for tips at work.

Organize big and little tasks at work

I recently started a new job in a field that I left about 20 years ago. It’s been like getting back on a (rusty) bike. I know how to do what I need to do, but it’s been a while since I’ve done it. Today, I’m about five months in and finally enjoying some job satisfaction, much of which comes from managing the big projects and the little tasks.

The big projects are easy, because they become little tasks. That is, the right kind of little tasks. For example, let’s say I have to write a proposal. If I were to concentrate on “write a proposal,” I’d get stressed. There’s a lot to do. However, when the project is broken down into small, easy-to-manage chunks it becomes much easier. Day one becomes “Research one aspect of the proposal.” Sure, I can do that!

These little tasks that you define, control, and push towards a goal are gratifying. However, I want to talk today about the annoying tasks — the repetitive, inefficient, inescapable tasks. Those tasks can be annoying, yet when well-managed, they can significantly increase job satisfaction.

The first step is to get organized. List the little tasks and administrative duties that must be done. Perhaps it’s daily email triage or short summary reports that are due every Friday. I like to move important information out of email and into Todoist. Whatever those tasks are for you, keep listing until you’ve got all the tasks written down.

Next, set aside the right time to devote to them. I say the right time because that’s important. Some of my tasks don’t take a lot of time or energy so I reserve them for the end of the work day, when I’m running low on both. This way I reserve my creative energy earlier in the day for dealing with the big stuff.

But the biggest benefit is that I can complete many of these small tasks in a short period of time. It’s tremendously rewarding to mark something as complete. These tasks are quick and easy, so you get the joy of four, five, even ten in a row! It’s a great feeling and can help increase your overall job satisfaction.

Try to identify the minor hassles in your day-to-day work, and set aside a block of time that’s dedicated to addressing them. You’ll find it is a very rewarding practice.

Conference handouts: do you ever refer to them?

If you have ever been to a conference, I’m sure you’ve received more than your fair share of handouts and other paper, from the organizing body, speakers and vendors. Plus you’ll also have whatever notes you take.

Conferences sometimes can feel like the New Year, a perfect time for resolutions, vows and promises to ourselves about what we’ll get right to work on when we’re back at our desks. But like most New Year resolutions, our good intentions get buried in the day-to-day details and mini-crises that make up a normal workday.

Years ago, in my most minimalist stage, I refused any and all handouts, relying on my memory. I had the theory that if a presentation didn’t cause a strong enough impression that it stuck in my brain, it wasn’t of much importance or priority to me.

The there are those who go to the other extreme, not just collecting everything they can, but also organizing and archiving it so that they can access the information at any point in the future. My mother was the latter type and although she didn’t refer back to every piece of information from every conference, she quite often pulled out some useful tidbit or other when working on a new project.

I just got back from a conference in Barcelona where I learned a lot about things that we are either in the process of implementing or could introduce at work. And since I’m no longer so minimalist, I took copious notes and after getting home, I downloaded the handouts/presentations of each of the sessions I attended. I was also given marketing material about products and processes the vendors offered. Between paper and electronic documents, I probably have a full day’s reading.

Assuming I actually look at it all, which I won’t.

I will hold onto my own notes and the presentation notes until I finish the projects we are working on that prompted me going to the conference. And the marketing materials will go straight into the recycling bin as will materials about the conference itself.

That’s me though. I don’t have a filing cabinet, or even a single drawer. I hate collecting paper. (Okay yes, I am still a minimalist at heart.) If you are someone who does like to hold onto information, however, here are some things to think about when it comes to deciding what to keep:

  1. Determine what part of your job the handout relates to. Make a note of it on the handout and store it with your other files on the same topic.
  2. If it’s not connected to anything you currently do, is it something you want to try in the future? If so, create a “future plans” document on your computer and add the basic ideas to it. Toss out what you picked up from the conference,, because when you finally get around to the idea, it’s highly likely you’ll need to research the topic again to find out the latest advances.
  3. Are you ever involved in running events? I am, so parts of my notes include my impression of the conference itself: what they did well and what wasn’t quite so good. I put these notes in with my event planning files (which in my case are all electronic — I really do hate paper).
  4. Record the vendor details in your preferred contact management system, along with a note about why you might be interested in working with them, and get rid of the marketing materials. Vendors are always happy to provide you with new information at any time (which these days can almost always be found online).

What do you do with conference handouts? Have I missed anything? Share your tricks and tips in the comments.

Organizing for hot desks

The terms “hot desks” and “hot desking” have nothing to do with temperature. It a business term used for shared office desks. Instead of assigning each employee a desk, offices will provide spaces with desks that are occupied as required. This is usually done for sales people and remote workers who only occasionally work at the office. A business can save money by implementing this practice because it doesn’t have to maintain unused space.

If you work in an office with hot desks, you’ll need to organize yourself and your belongings a bit differently. No longer can you leave piles of files stacked on the desk or sticky notes on the computer monitor as reminders of what tasks to work on. Alternative solutions include my favourite project managing system, On Top of Everything but you may prefer a combination of paper planners, digital calendars, and/or to-do lists.

In some hot desk offices, employees may have lockers where they can store their computers and a few personal belongings. If you do not have a locker, you should invest in a durable briefcase that is easy to carry around, holds all of your items, and can be locked when needed.

Here are a few things you might wish to carry in your briefcase:

Organizers: A Grid-it (or two) will help keep your computer cables and other items organized and easy to find. Even though your office may provide supplies, a plastic divided container is useful for keeping a small stash of paperclips, staples, etc., close at hand.

Sanitizing wipes: Clean the arms of the chair, telephone, and any other items touched frequently by multiple people. As a courtesy to the next person, use the wipes again before you leave the desk.

Temperature control: I’m always cold while working at my desk. I carry a pashmina type shawl with me to wrap around my shoulders. If you’re always warm, a portable fan may be useful.

Noise control: If you’re more productive when it is quiet, use earmuff-type noise cancelling headphones rather than the smaller ear buds. If your co-workers can see you’re wearing headphones, they will interrupt you only for important matters.

Name tag: Since employees change desks frequently, you may wish to get a simple nameplate to display at your hot desk so your co-workers will know where to find you.

If you have experience hot desking, please chime in with organizing tips for our readers.