Kathleen Kendall-Tackett, author of The Well Ordered-Office and
The Well- Order Home.

Kathleen Kendall-Tackett: In both the The Well-Ordered Home and The Well Ordered-Office, I describe four principles that will help people be more organized. They are as follows:

• Start where you are. This first principle has to do with knowing who you are and how you like to work. It involves working with, rather than against, your natural bent.
• Have what you need. In every work situation, there are tools that will make your job easier to do. This principle guarantees that you have those tools and that they are where you need them.
• Use active storage. Active storage ensures that the tools you use most often are at your fingertips. It can help you make the most of even a small workspace.
• Get rid of clutter. This final principle will encourage you to keep what you need and get rid of the excess. Every minute that you don’t have to spend pawing through your mounds can be used more efficiently elsewhere.

NHP: Please explain the term active storage. Why do you say it’s one of the most helpful suggestions that you offer?

KKT: Active storage has to do with how accessible your tools are. Tools you use frequently should be the most accessible. Tools you use less frequently should be less accessible. So, for example, stationary items that you use all the time should be at your fingertips, whereas less-used items should be in less accessible spaces, such as in the back of drawers or even in another space. The area around your telephone should have all the things you need, such as paper, pens, phone books and directories. Files you use all the time should be in your desk drawer or in the file drawer nearest to where you work. Active storage can even help you decide which files could be archived somewhere else if you are tight on space.

I like active storage and find it so helpful because it saves me time on all the little things I do every day. Rather that having to get up and walk across the room, what I need is right next to me. That adds up to big time savings by the end of each day and keeps me from wasting time and energy that can be used more constructively elsewhere. It helps me prioritize and use my space in the most efficient way possible. Others whom I have taught have reported similar tales. They have indicated that active storage was the most valuable technique they learned from either my book or one of my workshops.

NHP: You discuss in the book thoughts that can sabotage organization. What are they, and how should we deal with them?

KKT: Having talked with hundreds of people over the years about difficulties they were having in getting their work done, I’m of the firm belief that organization really does begin in the mind. One of the biggest mental obstacles that people have is perfectionism: they feel that they have to do things perfectly or they won’t do them at all. Related to this type of belief is all-or-nothing thinking. That’s the little voice in your head that says “do you think this is making any difference? Look at all the work you still need to do.” It’s the voice that blocks your efforts to make any changes. The final thought is shame. Many people are ashamed, sometimes deeply, at the state of their work lives. Whenever they try to get more organized, the guilt and shame overwhelms them and stops them dead in their tracks.

Fortunately, once you recognize these unproductive thoughts, you can counter them. Ask yourself whether it is really true that you need to do everything perfectly. What would be the worst that could happen if it is not? In most cases, any efforts you make to improve your level of organization will be better than where you are now.

Similarly, you should also recognize the insidious effects of all-or-nothing thinking. What I often recommend is that people start their organizing efforts with something that they use every day. Don’t start by cleaning out archived files. Save those for later. Organize where you can enjoy some immediate and daily benefits, such as a drawer that you use several times a day. This approach will give you immediate and daily feedback that your efforts are making a real difference. Once you have accomplished these things, you are probably ready to tackle the longer-term projects, like cleaning out archived files.

As for shame, recognize that very few people (in my experience, less than 25 percent) are naturally organized. If you are disorganized, you are in good company. And your current level of disorganization may have to do with some structural aspects of your job, such as having too many responsibilities for one person, and little to do with your abilities. Take responsibility for things you can control and change, but don’t heap shame on yourself.

NHP: What are some common mistakes that people make in organizing their offices?

KKT: There are two mistakes that I often see people make. The first is to use a technique that is not workable for them, such as buying some electronic gizmo that they are not comfortable with or trying to use someone else’s filing system. Whatever you do, make sure that it makes sense to you and that you feel comfortable with it. Otherwise, you may find yourself in a worse mess than you are now.

The second mistake I see quite often is that people concentrate more on how an office looks than how it functions. I’ve known many people who manage quite well with organized piles around their offices. As long as that is working for you (and be honest with yourself about that!), I say keep it. Conversely, I’ve seen people who have neatly color-coded files and nice clear surfaces, but can’t find anything in their offices. That’s not organized, no matter how it might appear. Your top priority always needs to be on whether you can find the information you need and whether you can keep on top of the demands of your job.

NHP: You give your readers some advice on the care of their computers. Do you find that many people know very little about computer maintenance?

KKT: Yes. Of course, much depends on the field you are in. But in my experience, very few really think about how they can take care of their computers, aside from some obvious advice like, “don’t drop your laptop.” Truthfully, I wouldn’t probably give it much thought if I weren’t married to a computer programmer. But I am, and so I do. And I’ve learned some basic things to do that can help keep your computer in good running order. These suggestions I’ve shared in the book.

NHP: Is there really a way to avoid a constant stream of co-workers into your office without being perceived as rude?

KKT: This certainly can be tricky. But yes, I believe you can limit the number of interruptions that you have during the day. Keep in mind that you are in your office to work. Chatting with co-workers is taking your time away from that activity, so it’s perfectly appropriate to set some boundaries. You can do that by simply saying that you need to get back to work. If you want to follow-up on a conversation, offer to meet them for lunch, during a break, or after work. Use non-verbal cues to let people know you are busy. Position your desk so you are not facing your doorway (which invites people to cruise in and chat). The best position is facing diagonal from the doorway. That way, you can see everyone who comes in, but are not interrupted by everyone walking by. Also, limit the amount of extra seating you have available. Extra seating invites people to stay and chat. Setting these types of limits will minimize the number of interruptions you have to deal with.

Unfortunately, there may be one or two people who don’t do well with subtle hints, non-verbal cues, and requests that they allow you to work. You may need to be more direct with them, and they might perceive that as rude. But when it comes right down to it, you may have to choose between being perceived as rude by a co-worker because you will not chat, or being perceived as rude (or incompetent!) by your boss for not completing your work. Which would you rather be?