Go for effectiveness, not neatness. Neatness as an end in itself can even be risky: Putting things away only to clear off your desk can cause you to lose or maybe forget about them. This one tip will instantly let you work smarter not harder.
Clutter is seldom caused by insufficient space or time. The primary cause is usually indecisiveness. So be selective about what you carry into your office and home. If you happen to know what you value and what your ultimate goal are, being selective is not hard.
Have a place for every single thing. Open your mail in the same place all the time so it doesn't get strewn everywhere. Put unpaid bills together, separate from paid bills. Store all office supplies collectively to prevent duplicate procurements.
You should not use your entire desk surface as a giant In-box. Rather, determine the next action on every piece of paper and file accordingly. Tasks to be done soon (phone calls to make, questions to ask business partners) and current projects get into your "Action Files," which should not be combined with Reference Files. Action Files must be kept close to you.
That saying, "Handle each piece of paper only once," is too extreme to be realistic. But it contains a grain of truth. Do attempt to take the next action that's required every time you deal with a piece of paper. What about that seminar advertisement you left on your table, as a reminder to decide if you should sign up - you know, that paper you've shuffled 10 times today already? Either call immediately to get the information you need, or make a note in your appointment book to call later. Then you are that much closer to being done with it.
Don't keep paper that you're not willing to spend some time filing. If you don't file it well, you either will fail to remember you have it, or you won't have the ability to find it when you need it. It does you no good, and the consequence is not different from if you'd thrown it out from the start. If you are set up to scan information into your PC, be selective. If you cannot imagine a certain situation when you'd need to refer to the information again, don't scan it. The majority of us save a great deal of paper we'll never work with again.
Often we are own enemies, interrupting ourselves by moving from one half-finished task to another. Stop doing "the desktop shuffle" - moving papers pointlessly around on your desk. Whenever you handle an item, take an action towards finishing it so you will work smarter not harder.
Learn to say "No." You can live to be a hundred yet still not have time to do whatever you want-that's the curse and blessing of being smart and having high expectations of yourself. The good news is you may choose what to focus on. You have more freedom than you may recognize. Aside from obligations like caring for weak family members and paying taxes, hardly any of what you "have" to do is morally or legally mandatory. Review everything in your life and ask, "What's the worst that can happen if I stopped doing this?" Saying "No" often is the way you can "Yes" to what you really value.
Watch out for stuff. The more stuff you have, the more you must find a location to put, and the more you'll need to clean, repair, and eventually replace. Stop purchasing things you don't really need just because they're on discount. That alone will let you work smarter not harder. You can get more stuff, and you can always get more money. However you will never get more time.
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