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Others can tell how organised you really are

All our lives we've been told, "Appearances are deceptive." Maybe so, but today even experts agree that physical appearance makes a strong impression on those you work with. You always want to look your best, to convey a professional, organised appearance that befits your rank and position. Your desk or work station might be impressive, enhancing your executive presence in the office.

But take a moment and look around...Can your imported cherry wood desk be seen under the debris? Do the stacks of papers, folders, office supplies, used coffee cups etc, prevent you from projecting a professional appearance?

Maybe it's time to sit up in your ergonomically correct chair and take notice, because your office speaks volumes about you.

Cluttered Confidence?
Granted that some people need to have everything within an arm's reach. They cannot bear to open a drawer to get paper or reach over for a file. However, even if you can find what you need in a disheveled office, space that’s clean and clear of clutter tells others that you have your act together.

An organised office says, in effect, "I can handle anything you give me!" The important thing is to recognise the need for a clean, well-organized space, and to transform it from rubble heap to integrated workstation of high productivity.

Problems and Solutions
A common complaint heard around a mess is, "My space is so disorganised that I actually have trouble finding telephone numbers. I make important notes to myself that I never see again. I don’t have room to work unless I move something. And I have to rummage around to find what I need."

Sounds familiar? Well, some of the most common trouble spots are easiest to solve.

The first step is to maintain a phone log. Then, on those Friday afternoons, when you want to go home (but still have to look like you’re working), transfer the important numbers to your calendar or phone list.

Tearing off pieces of paper or writing notes on odd scraps only makes it more difficult to find later. Keep disorganised notes on sheets of paper of the same size. Always write the date, name of the relevant person or client, and page number on the upper right corner. this way, even if the notes get mixed with other papers, you can always figure out what you’re looking at.

Be in control of your mess. Don’t let yourself be pushed aside during the day by clutter. Hold your ground. If you have to stack folders on the floor temporarily, so be it. But don't move aside to accommodate clutter. Impressions aside, the whole point of a desk is to have open workspace. So make it a priority to clear at least two-thirds of the surface for you to work on.

If you find that you're spending too much time rummaging, get a bit organised. Take time over the course of a week to stop and sort out the paperwork and debris you encounter. In all probability, you will have about five main categories and several sub-categories. If you’re a rummager, it’s not because you don’t know how to organise all those sub-categories. It just seems so overwhelming. However, cut out the worst of your rummaging by simply putting things into those five main categories. Eliminate any further divisions and concentrate on the big picture.

And finally, you can sit back, safe in the knowledge that your improved sense of organisation and cleanliness is projecting the right image. The first impression might not be the last impression, but it certainly is a lasting impression. How could anything be more important than that?

Yagna Balaji
[email protected]

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