I’m pretty sure that people universally despise clutter yet almost all of us let it invade most parts of our life. (My brother-in-law is one exception as he keeps the cleanest house you have ever seen which is quite a feat with two children.) There is always something more urgent to do than cleaning. But it must be done eventually and why put off until tomorrow that which can be done today?
These are three things that get always get cluttered for me and have a perceivable effect on my concentration and productivity.
I don’t mean your computer desktop though your file organization there could likely use work and reflects your overall state of organization.
I’m talking about your actual desk. This advice might not apply those that work in cafes all day but most of us work at desks. And unless there is a company policy about it those desks are likely covered in papers and post-its. Not everybody is wired the same way but for me a creative mind does not thrive in the clutter.
This one had the easiest fix. Really it is more of a hack. If your desk has drawers then open one and sweep everything inside of it. If not then get a manilla folder (I don’t know of anywhere that sells a single one so you can steal one from somebody else or your spouse when you meet up with then for lunch) and put everything in there. You will immediately feel better.
Now block out a half hour on your calendar at some time in the next week to organize everything in your drawer or folder.
How many tabs do you have open right now?
Each tab represents a half-finished project. Yes, even your Gmail tab is a project. You’ll be much more productive if you only check it at set, scheduled, times of the day.
(Nobody’s job is to answer email. Nobody has that job title. Rather, responding to email is a means to an end. It is a tool, and only a tool, that you use for communications with people integral to what your real job is.)
If you’re like me then it isn’t that uncommon to have tabs open for two months or more. I have one particular tab that has been open for more than four. I am not proud of that.
What I should be doing is at the end of each day creating an Asana task for each open tab. (That would be a nice Chrome plugin. And as I finished up writing this Google Inbox prompts me to install a plugin that is the exact opposite which saves links to your Inbox. I find that to be a terrible idea.)
Just like you spend much of your day physically at your desk, you spend much of your day digitally inside of your inbox. Each email sitting there represents something you need to do. There are a couple ways to tackle this. The first is to handle it like you did your desk and create an email folder titled “Pending” and move all your emails into it.
The second is to start tackling it right here and now. My post on Inbox Zero provides some tips on that but you can start now by identifying any email that will take you less than five minutes and then responding to it. Create filters for any mailing lists you receive so that those are automatically moved to a sub folder. And finally create tasks for any emails that will take you longer than five minutes to respond to. (For software such as Asana, Trello, or Evernote you can forward the email. For Outlook you can drag the email to the Task button and a task will be created.)
Remember that you should always use the best tool for the job. Email is a communication tool–not a to do list.
All of this clutter compounds on each other and occupies just a bit of your brain as you are trying to work on the projects that move your business forward–the projects that deserve your complete creative brain.