NFIB

It's Never Too Late to Spring Clean Your Office
03/ 12/ 2002


Spring is traditionally a time to throw open the windows, dust off and cleanup from the winter. Your office may not need literally to be dusted off, but spring is an excellent time to streamline old procedures, take a new look at your plans, and (maybe) even make sure that your equipment is in good working order. Today's Workshop, by Jeffrey Moses, lists seven important "spring cleaning" ideas.

1. Give your filing system a good clean out. See if you can toss out unused files, or consolidate files to save space. Take a minute to make sure that your files are still in alphabetical order. A year or more of taking files out and putting them back can create havoc with orderliness.

2. Give the same attention to your Rolodex. Are you storing phone numbers or business cards for people you'll probably never call again? If so, "circular file" them, or move them to more permanent storage so you can access them if needed. Consider at this time upgrading to software or online calendars.

3. Now that you're in the swing of spring organization, how about re-organizing your hard drive and other electronic storage? Trash old, never-used folders and consolidate files when you can. But be sure that you don't delete any system files. This could compromise the working of your computer.

4. What about your bookmarked web pages on your Internet browser? If there are bookmarks you don't use anymore, it only takes a few seconds to delete them. This will give your Internet operation a more streamlined feel.

5. Now, on to physical tidying up. How long has it been since you've had your printer and fax machine cleaned and checked over? The length of life of these two items, in particular, benefits from regular attention. Also check cartridges all around -- printers, copiers, fax machines.

6. Don't neglect the two items that you probably use most often -- your keyboard and your mouse. Most of the dust and little particles of food that may collect between the keys of your keyboard (not that you would ever snack while at your desk) can be removed simply by turning your keyboard upside down and shaking it over a waste basket. Or you can whisk them away with a simple stream of air. Most computer supply stores sell products that allow you to direct a stream of compressed air into delicate, hard-to-reach areas of you computer equipment. Your mouse can be taken apart and cleaned with the same stream of compressed air.

7. If you're the type who likes to leave your projects "within easy reach"(that is, scattered on your desk), consider using "job jackets" to help you get organized. Job jackets are usually large manila folders, in which you can store numerous folders and other pieces of information for jobs that are in process. On the folders write the name of the projects and any specific information that will help you identify the contents. If you're really feeling ambitious, you can give each job jacket a specific number and log it onto your computer, along with information about contents.

There are probably dozens of other spring cleaning ideas that can help give your office an improved, fresher feeling. You may not feel like doing the mall at once, but make a list and see if you can tackle one or two a day. In less than a week, you'll be pleased with the new orderliness you've achieved.

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