Start new year with a clean desk
Every year, at the end of December, I have a tradition: I clean the stuff off my desk and clean out my files. Yes, I know - if I were a better (or at least more organized) person, I'd clear off my desk more than just once a year. But I never have the time. There's always something else I'd rather be doing.
But during the last couple of weeks of the year, when the phones are silent, employees are gone on holiday, and I'm finally through with family functions, it's the perfect time to escape to some peace and quiet in the office and clean up. I wear comfy clothes - jeans preferably. Go to the office. Play some lively music and start cleaning.
Why don't you join me? First, let's get our equipment ready:
1. Two trashcans: One for trash; one for recyclable papers. Keep these next to you. As you pick up each piece of paper, make a decision about what you're going to do with it then and there. If you're not going to keep it, toss it now.
2. A shredder: Unfortunately, it's not safe to throw some stuff in the trash. I get dozens of pre-approved credit card offers and documents containing confidential information. Shred, shred, shred.
3. Small Post-It notes and a pen: For those documents you're going to keep, put a Post-It with the name of the file. Go through a whole stack this way and then make the files all at once.
4. Scissors and stapler or scanner: Sometimes you only want one article from a newspaper or magazine. Clip what you want and toss the rest. Scanning eliminates paper altogether.
5. An address database: Time to deal with that stack of old business cards you have lying around. Decide which names are important and enter them into an address database. Toss the rest.
6. Computer backup system: Clean up your hard drive, too. Transfer old files to CDs, DVDs, portable hard drives, and/or an online backup system. In any case, backing up is a good habit to get into regularly. Then defragment your hard drive overnight.
7. File folders and file drawers: You need a place to put your files, don't you? Ideally, have at least one file drawer within easy reach from your desk.
8. Label maker: Files look cool with printed labels. Label makers cost less than $30, and we all love the one in our office.
The next step is to figure out what stuff you absolutely must keep. E-mail your bookkeeper, accountant, attorney, payroll service, spouse, or other significant entity in your life to find out what they recommend you keep. Follow their advice. Here are a few suggestions:
1. Financial documents: Tax returns or any tax filings, bank statements, bookkeeping records, etcetera. My bookkeeper advised me to retain for a minimum of five years the receipts, bills, or other documentation for items I deduct from taxes.
2. Legal documents: Contracts, business licenses, county tax papers, critical correspondence with suppliers or customers, and anything that might involve a legal action on which the statute of limitation has not run out. Some legal papers, such as your company's incorporation documents, you should hold on to for as long as you're in business.
3. Personnel records: Payroll records, insurance documents, performance reviews, and anything else that might be necessary in an emergency, if an employee ever has their wages garnished, or if you later face a lawsuit. But be careful to protect privacy and insure against identity theft. Legally, you're required to shred employee applications from those you did not hire.
4. Bids: You naturally hold on to supplier's bids until the work is finished, but it's also useful to retain even losing bids for the past year or two to keep track of pricing.
5. My columns: Hey, some things are obviously worth saving.
Next, develop a clean-it-out discipline. Here are the two key precepts:
1. Be ruthless: When in doubt, throw it out.
2. Be real: You're never going to get around to reading the stuff you say you're going to get around to reading one day. Toss it.
You'll feel better, more energetic, about facing the new year if you have a clean desk.
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