In 2008, Peter Walsh, an organizational guru, published a book entitled, “Does This Clutter Make My Butt Look Fat?” If overeating has anything to do with depression, frustration and disorder, Peter was on to something. When our lives are chaotic and disorderly, there is a tendency to just want to run the other way and lose ourselves in some other soothing activity, and eating is on top of the list. A little too much sugar and fat, and we’re on our way to a mind-numbing mini-vacation from the stresses of life (until we look at the scale the next morning!)
If disorganization can have a negative effect on your physical appearance, then what is it telling our co-workers and boss about you professionally? It’s easier to hide a few extra pounds with some Spanx or a bulky sweater than to hide the mess on the top of our desks. Assistants rarely have the luxury of hiding behind the door of a private office, so how your desk, files and general work area are organized speaks loud and clear to everyone who passes by. If it takes you longer to find a file than it does to order takeout for the office, here are some tips to boost your professional image:
1. Things you use every day. I used to have a wonderful desk set—a gift from one of my bosses. It had a matching stapler, tape dispenser, note pad, blotter, pen and pencil holder and address book. There were very pretty, but took up a lot of space on my desk. The pen and pencil holder were an open invitation for co-workers to come by and help themselves. If you don’t use it every day but at least once a week, it goes in a drawer. It should be handy, but it doesn’t need to be on your desktop.
2. Delete or Trash First. Open your snail mail over the trash can. I mean literally—pull out the can from under the desk and have it handy. Use the delete key to scroll through your emails. If you can tell from the subject line that it’s “trash” then just delete it. Don’t even open. There is so much junk mail coming across these days that you can waste hours just opening and scanning email that is of no use whatsoever.
3. Send it out. If it doesn’t belong to you, or needs someone else’s attention, send it on its way. Once you scroll past something or put a piece of paper in a folder, odds are that they will be delayed or forgotten. If you keep it too long, it becomes your responsibility, and if something is time sensitive, you’ll be responsible for the delay.
4. Do it. Emails that require a “yes” or “no” answer should be answered right away, then either deleted or put in an easily retrievable electronic or hard-copy file. Instead of writing an entirely new memo or email, use the reply feature (and leave the original message attached) or write your response on the original paper memo and send it back. There is nothing worse than receiving a response without any history. There is so much information crossing our view from so many means it’s hard to keep track without a “paper trail” to follow.
If disorganization can have a negative effect on your physical appearance, then what is it telling our co-workers and boss about you professionally? It’s easier to hide a few extra pounds with some Spanx or a bulky sweater than to hide the mess on the top of our desks. Assistants rarely have the luxury of hiding behind the door of a private office, so how your desk, files and general work area are organized speaks loud and clear to everyone who passes by. If it takes you longer to find a file than it does to order takeout for the office, here are some tips to boost your professional image:
1. Things you use every day. I used to have a wonderful desk set—a gift from one of my bosses. It had a matching stapler, tape dispenser, note pad, blotter, pen and pencil holder and address book. There were very pretty, but took up a lot of space on my desk. The pen and pencil holder were an open invitation for co-workers to come by and help themselves. If you don’t use it every day but at least once a week, it goes in a drawer. It should be handy, but it doesn’t need to be on your desktop.
2. Delete or Trash First. Open your snail mail over the trash can. I mean literally—pull out the can from under the desk and have it handy. Use the delete key to scroll through your emails. If you can tell from the subject line that it’s “trash” then just delete it. Don’t even open. There is so much junk mail coming across these days that you can waste hours just opening and scanning email that is of no use whatsoever.
3. Send it out. If it doesn’t belong to you, or needs someone else’s attention, send it on its way. Once you scroll past something or put a piece of paper in a folder, odds are that they will be delayed or forgotten. If you keep it too long, it becomes your responsibility, and if something is time sensitive, you’ll be responsible for the delay.
4. Do it. Emails that require a “yes” or “no” answer should be answered right away, then either deleted or put in an easily retrievable electronic or hard-copy file. Instead of writing an entirely new memo or email, use the reply feature (and leave the original message attached) or write your response on the original paper memo and send it back. There is nothing worse than receiving a response without any history. There is so much information crossing our view from so many means it’s hard to keep track without a “paper trail” to follow.
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Mary Nestor-Harper, SPHR, is a freelance writer, blogger, and consultant. Based in Savannah, GA, her work has appeared in "Training" magazine, "Training & Development" magazine, "Supervision," "Pulse" and "The Savannah Morning News." You can read her blogs at www.skirt.com/savannahchick,
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