Eat the Frog Steve. proverb to live by: If you eat one live toad first thing in the morning...nothing worse will happen the rest of the day.

Your description of your office mirrors mine. I, too, know where everything is, and can usually find it within a short span of time, but anyone wlse would have a problem, and I can see the shock in some faces when they see my "piles." And I certainly can identify with the many little fires that take up time that probably should be used to complete the tasks on the proverbial "to do" list, and with avoiding the "thorny" tasks. But I always seem to get them done, somehow. They say misery loves company. Makes me feel good to know others face the same challenges I do.

Sounds like my office. I start out the day with at least 7 things that I have to do - I usually have 4 left and have added 3 more. The little fires are out but the filing is still there. No one seems to mind - I think it is one way to keep everyone out of here. No one likes the mess but like you, I know where everything is.
I have a list so I at least know what I was supposed to do - it feels great when I can get everything off the list and still keep up with the phone. Good luck Steve and all of the rest of us that deal with the P word.

Hi Steve: I too have the same problem. |But, I look at it this way. My job is not to have a clean desk, it's to put out fires. It's nice to have a clean desk, but, when the phone rings and the boss wants to know something about a particular project, he doesn't appreciate being put on hold while you go find the folder in a file someplace in the office. I, like you, know where everything is on my desk. So, when the boss calls, all I have to do is pick up the folder at my hands at all times, and give him the answers. Keep up the good work!!!

Clutter is the bain of my existence as well but it is at home not at the office. The organizer was right you do need a better filing system. Maybe not for you but for the poor person who may have to enter your lair and actually find something.

There are so many things you need to get your hands on daily, then there is stuff that you might need access to, the expression "a place for everything and everything in place" comes to mind. It has to have a home and NOT on top of the desk. Junk mail is just that, junk that should never be put on your desk, shred it or toss it before it takes root. The top of your desk should not look like an archaeological dig. Deal with it a little at a time and you should be able to develop categories that stuff fits into.

Procrastination can take a five minute job and turn it into a year long project and when you finally do tackle the work it is surprising how easy it was to do. Scheduling some time every day to work on your to-do list should make a dent in it.

Plus it is hard to think creatively when you are looking at chaos before you. Although I have subscribed to the axiom,"Creative minds are rarely tidy" myself at times, but that is in mid-project not while looking for a pencil to start work.

It is interesting how they show on TV how people who have so much stored clutter in their offices and at home have issues with letting go of past memories and not saving everything that reminds them of a particular person or event. When they see their space re-done they have a sense of peace and renewed purpose to accomplish things. (I do wonder if later they revert back to their packrat mode when the cameras go home.)

But this is just my opinion for what it's worth.

I found a 2 day seminar called "Breakthrough Coaching." It has made life in school transportation so much more rewarding and effective. Anyone who gets the opportunity should check it out. It teaches the manager how to work more effectively with your Administrative Assistant/Secretary. The strategies regarding interuptions, paperwork, emails, complaints and phonecalls are very worthwhile. You'll probably be surprised to find out, the smartest and most powerful person in your office is your Secretary/Administrative Assistant.

Steve: Several things come to mind, many of which I learned years ago from read Dr. Alec Mackenzie's book "Time Trap." He was an internationally known industrial psychologist who help many corporate head and mid-level management get better organized, and make more efficient use of their time.

One, messy office indicates two things immediately: toooo many interruptions; and a poor or non-existant retrieval system (of course you know where everything is misplaced--but could anyone else find it in your office?).

Two, You are in a leadership position--hence, you're driving the bus. If you haven't studied the map ahead, how will you know where you are going? Translation: if you're "driving" (figuratively speaking) 100% of your day, you're not leading--your being led! All division heads and higher in corporate SOON learn they need between 25-45% of their time to plan/delegate and follow up.

In preparing an article for leadership and upper level management, I recently contacted some division heads with Synnex International. They told me, to the man/woman, that value that 30% of their schedule when they are alone and (insist on) not interrupted to plan, think ahead, do mental analysis re: direction/details of and for their department/staff. They are adamant about making that TIME WORK FOR THEM.

Next, if you have a professionally trained secretary (trained in an excellent business school) then chapter 9 of Mackenzie's book will simply be a review/check list for her. If not? You read it 2-3 times and find someone who can fill that place for you and with you!
For best results this person should be an only child or a first born (see Dr. Kevin Leman's book re: Birth Order--especially since he wrote the latest edition for business staff).

Finally, yes, the "thorny" issues will linger don't try and tackle them all at once--that would be worse than a bad hair day!!! Instead pick out one, set a time to go at it (after you've done all the "homework" you can for it), take it as far as you can (possibly resolve it) and then leave any "left overs" for a later time. That way you can get back to the more achievable stuff, feel confident, and regroup successfully.

One last note. Studies have been done, years ago, with mid-level managers and up re: their decisions. The studies showed that most decisions were made with only 25-30% of the information. However, (and here is the surprise) when those managers were given the other 70-75% of the information, 95-99% of the time they would not have changed their original decision. Point is (and the studies varified this) the 25-30% of available information was, more often than not, the crucial data for such decisions. In short: you're probably making better decisions than your confidence allows you to think. Now that doesn't mean you're perfect, nor have you arrived. But you're probably better off than you realize.

Best regards, ...john

Work it Clean! Work it Clean! Never put a job away in a file or drawer that needs to be done. Leave it out and stacked in an organized way until it gets done. Having your work in front of you (and listed on a priority list) ensures you won't forget it or lose the sense of urgency (like the people do with the neat desks!!!). The onlt way to get rid of all that mess is to "Work it Clean."

I don't always have a mess on my desk, but I find my real files (in file cabinet) are not organized the best and some times find it hard to find. My secetary will look under one folder, yet it has been filed under some other subject matter. My fils trully need to get organized. It has been put off for several years because of the huge task it is. I try to deal with the daily fires as they occur, the longer I procrastinate, the bigger the fire can become. Good to see the blog, it is also a great moral booster knowing what others deal with.

Whoa! Do not become too disorganized. I HAD to be out of the office for several days. Nothing got accomplished as no one could figure out what needed to be done. It sure changed my mind about FILING AND MEMO BOARDS! Try to keep your duties simplified by the use of a tickler (check lists of must dos)system. At least a temp won't look like a complete idiot.( Is that file on desk A or B?...whaddaya mean payroll was supposed to be submitted by 10 am or else!)

I love knowing there are others like me out there. I, too, wish to tackle and defeat the "P Monster", and have had some advice I'd like to follow. 'Handle each item only once'. Trying to do this is even more frustrating, but I understand the concept. I will continue to monitor your blog for more ideas. I don't necessarily need a neat desk (which looks like you have nothing to do), but a less chaotic look would be nice.

"A place for everything and everything in its place" does not necessarily mean it has to be in filing cabinets. Now, I do keep everything in drawers and cabinets and prefer my desktop surface to be completely visible, but to each his own.

Steve- I share your P disease. Some simple things that help keep the disorganization down to a dull roar: 1. Eliminate paper wherever possible. Organize a subject-based system of electronic folders for saving your emails where you can find them later (example: I save the annual surveys we fill out for you and Bill Paul under my SBF/STN folder). 2. Name your files descriptively when you first produce or receive them and file them right away. If your email inbox doesn't display on one screen, that's too many emails that need to be discarded or filed. 3. Get your own personal scanner and use it to electronicize any paper you receive. Get a Blackberry or an air card and keep up with your email while on the road 4. Don't expect any of this to transform your life; it just helps you keep your head above water, work-wise. I feel better knowing there are other P-people out there and I am ready to begin my 12 step program!

I found the easiest way to over come P word is too procrastinate it.

Steve:
Those without this problem appear to be the exception, not the norm. I, too, have the problem, so I guess I am normal. I have been through my stuff twice in the last two weeks, and each time I thew some things out and it got better. We are getting a replacement portable building soon, so we will need to pack up and move during the transition. I am trying to make it easy on myself. Fat chance, huh.

As long as you are efficient, don't let it bother you.

A messy office is a sign of character. You should see the character that works at my desk!
The priority is getting kids to and from school safely, not being a neat nick. I to know where my things are on my desk! Though no one else does. "Keeps thing secure!" :)

Steve,
Steve,
In an organizational seminar I attended, (It didn't help much), I was asked by the presenter what the definition of procrastination was. I asked her if I could get back to her on that. As far as the little fires are concerned, they are usually what drains the time away from those major projects that are waiting to be accomplished. However, as I was told once by my grandmother.... How do you eat an elephant? One bite at a time. Thanks for your insights.
Jim Brogan

I honestly believe that getting the kids to and from school safetly is the most important part of my job... Dealing with drivers with varied (sometimes not pleasant) personalities, is a job in itself. I LOVE my messy desk.. If someone doesn't like it,then "someone" can clean it. Ofcourse then I would never find anything !!!!!!!
How about doing an article on dealing with drivers????

I try to begin each work day with one thing that I can accomplish in a hurry, if possible. Getting one thing done tends to energize me for the next and the next tasks. I recall the quotation, "A clean desk is the mark of a sick mind," or something like that. It might also mean that someone just lost his/her job! Once a secretary "cleaned" my desk while I was on vacation. When I returned, I could find nothing. She almost lost her job!