One of my Secrets of Adulthood is: Outer order contributes to inner calm. And that's just as true at the office as it is at home.
True, in the context of a happy life, a messy desk or a box of files on the floor is a trivial problem—yet I’ve found, and other people tell me they feel the same way, that getting control of the stuff of life makes me feel more in control of my life generally. And if this is an illusion, it’s a helpful illusion.
When I’m surrounded by a mess, I felt restless and unsettled; when I clean up a mess, I’m always surprised by the disproportionate energy and cheer I gain—plus, I’m able to find my stapler.
Here are some ways to fight clutter at the office:
1. Never label anything “Miscellaneous.”
2. Abandon a project.
One source of office clutter is stuff related to unfinished projects. You've always meant to learn that software program. You were going to switch to using a different kind of planner. You were going to review that proposal. But that stuff has been sitting in your office for months, maybe years, and it hasn't been used. Be honest with yourself. If you're not going to complete that project, abandon it -- and get the stuff off your shelves, and off your conscience.
3. Beware of freebies, swag, and give-aways.
Yes, you went to that conference, and they gave you a branded mug, t-shirt, metal water-bottle, journal, pen, and an eraser in the shape of a cow. But if you don't have a clear plan to use these things, they're clutter -- and the best way to deal with that clutter? Don't accept those freebies in the first place.
4. Don’t get organized.
When you’re facing a desk swamped in papers, don’t say to yourself, “I need to get organized.” No! Your first instinct should be to get rid of stuff. If you don’t keep it, you don’t have to organize it. You can spend a lot of time filing papers that you don’t even need to keep—and one of the biggest wastes of time is to do a chore well that need not be done at all. (See also #7.)
5. Establish ownership. This is a particular problem at the office.
Often, clutter sticks around because it’s not clear who owns it-- those aren’t your files, and no one seems to know why they’ve been in the hallway for two years, but how can you throw them away? If you encounter something that you think is clutter, take the time to ask around and find out if anyone wants it. It’s surprising how often things go unclaimed. Relatedly…
6. Beware the tragedy of the messy commons.
When several people use one area, and no one person is responsible for keeping order, people tend to become messy and careless. Establish some system—for instance, by taking turns, assigning people to oversee specific areas, or enforcing the expectation that people mind their own messes—for making it clear who’s responsible for any disorder. This is related to the painful truths about shared work.
7. Toss unnecessary papers.
Paperwork is one of the toughest forms of clutter to vanquish. Ask yourself: Have I ever used this paper? Could I easily replace it, if it turns out I need it? Is this information on the internet (e.g., manuals)? What's my reason for keeping it? Does it become dated quickly (travel materials)? What's the consequence of not having it if I do need it? Could I scan it, so I can keep it as a reference but get rid of the physical paper?
NOTE: Outer order contributes to inner calm -- for most people. But not for everyone.
Some people thrive on disarray; they find it stimulates their ideas and doesn't slow them down. It's probably related to being an abundance-lover instead of a simplicity-lover.
Some people are just clutter-blind. They simply don't see the clutter. It doesn't affect them for better or worse. They just don't see it.
Different levels of clutter-acceptance can lead to conflict, because the people who love order tend to try to badger the disorder-tolerant people into cleaning up. I always remind myself, "There's no right way or wrong way, just the way that works for a particular person."
As part of my "Design my summer" project ( you can hear me talk about it on the Happier podcast), I wrote a little book called "Outer Order, Inner Calm." I'm just finishing it up now. It was so fun to write that book! So if you have any great tips about clearing clutter -- at the office or at home -- I'd love to hear them, to see if there's anything I've overlooked.