Conquering Clutter

Desk clutter: I used to think it happened because I didn’t have the right system. I would spend time tidying up my desk, decluttering, and getting things organized in some new or better way. And that helped … for a while. But then, bit by bit, piece by piece, the clutter would infiltrate my once-tidy space, leading me to start the process again. As this past year ended, I found myself, once again, gazing at a frustratingly messy desk. And I realized, decluttering isn’t something you do once and then never have to do it again. Decluttering is a process. It’s a routine. If I want to keep my desk from getting cluttered, I need to reframe my understanding of how keeping my desk tidy is supposed to work. 

I needed a routine that allows for micro-decluttering sessions on a daily or weekly basis. Maybe that means scheduling a weekly time to sort through the papers, to record expenses, scan client notes, and physically archive old paperwork. Maybe it means putting things away when I am done using them. My mom’s old friend said it was a waste of time to let something pass through your hands more than once. Put it where it belongs the first time, so you don’t have to spend time picking it up again later. 

So, here is my advice for you. Yes, you should develop a system for organizing yourself. Begin by thinking about what small steps you could take daily to keep the clutter from building up. Pay attention to the types of things that accumulate: What items are creating clutter in your workspace, and what routines and habits of yours are allowing the clutter to develop (or reappear)?

CLUTTER CULPRITS AND SOLUTIONS 
Bills and Receipts: These tended to accumulate until I recorded them in my software. Solution: Now they go into a folder in my desk drawer until I log them in. This is done weekly as a repeating calendar event. 

Client Payments: Taking payments over the phone or via PayPal or Venmo doesn’t automatically get recorded in my accounting software, so I would leave notes on my desk reminding me to get this done. Solution: These go in that same folder of things “To Record.”

Client Paperwork: I needed things like contracts, questionnaires, invoices, and contact sheets at the ready while the job was active rather than in my lateral filing cabinet. Solution: I initially had a wall file organizer so I could see a job’s status immediately. I transitioned to a digital workflow management tool, and each client gets a virtual shelf in my order delivery cabinet.

Phone Call Notes: I would jot down notes while chatting, often on scraps of paper. Solution: Using digital workflow management, I now scan notes right after taking them. I title them with the date and person’s name and attach them to the lead or contact in my CRM (customer relationship management) software.

Slips of Paper: In addition to notes taken during calls, I also jot down ideas and notes for myself. Solution: I scan these into my digital notebook for creativity.

To-Do Lists: I like crossing things off with a pen. Solution: My CRM allows me to track to-do items as they relate to a specific job type or by client. This helps me focus. I still use a pocket planner for daily tasks I want to keep “front and center.”

Camera Gear: I had a bad habit of leaving my camera, camera card, and other small accessories out on my desk rather than putting them away after a session. Solution: Everything has a home that is easy to access. I store card readers by my computer, camera cards right next to that, and my camera gear is secure yet easily accessible in a glass-front bookshelf.  

Random Papers: Papers that need to be saved for the future would pile on my desk “to go through later.” Not very efficient. Solution: I made action folders, one for each month. I put the papers in the month when I will need to refer to them and then schedule time to review my action folder regularly.

Later Mentality: I had a habit of putting things on my desk to process in an “I’ll deal with this later” pile, but then failed to find the time. Solution: I schedule a weekly calendar event for tidying up my desk and recording those papers in my software. To make it more enjoyable, I treat myself to a cup of tea while working.

Maybe you’re thinking, This all sounds great, but where do I start? Take the time to brainstorm solutions for your desk. Evaluate your sources of clutter and develop specific solutions for your needs. Accept that the solutions you develop today will not be the same solutions you will need three years from now. You are a work in progress. So is your desk. Come up with a solution for now, and if you later decide it needs to be changed, then adapt. 

As I finished this article, I came across a document with some desk clutter solutions of mine from years past. Those solutions are not the methods that work for me today, even though they were helpful at the time. It was encouraging to see that some of my old clutter culprits were no longer sources of clutter at all. So, as you go through the process and regain control of your desk, remember, you are not conquering desk clutter “once and for all.” Your desk gets messy because you use it in your daily life. No matter how hard you try, your desk will never magically stay spotless. Schedule time to process the items that accumulate, and your desk will become tidier. Find solutions to your current problems. Treat yourself to a cup of tea or coffee while you process that paperwork on a weekly basis. Maybe you’ll even come to enjoy your weekly decluttering hour.  

Betsy Finn has a portrait studio (Betsy’s Photography) in Michigan.