Daily Archives: November 25, 2011

Best Practices, Personal Leadership, Resources, Self-Leadership

Clean Out

I’m spending a little time on the Black Friday to clean up and clear out my office up at the church building. The space where I work is often (most often) cluttered with notepads filled with ideas, post-it notes with reminders, articles I haven’t read yet, forms I have to filled out, catalogs, cups, pens, and other miscellaneous office-like things.

One of my favorite ministry management books is Youth Ministry Management Tools by Olsen, Elliot, and Work. I have consistently  come back to this book over and over in ministry in order to draft forms or plan events. The whole first half of the book is dedicated to Getting Organized so I am cleaning out the office based on some of their suggestions and tips. Here’s what I’m doing:

1) Sort the stuff in your office
Quickly sort everything into 4 boxes
  • Stuff to FILE: Fill this box with forms, old pictures, personal notes, archives, anything “paper-ish” that you need.
  • Stuff to READ: Fill it with magazines, catalogs, brochures, fliers, event posters, conference brochures,  curriculum samples, and general ministry mail
  • Stuff to GIVE AWAY: In this box sort all your miscellaneous items, free stuff you’ll never read or use, old stufff you’ll never really need, pens, desk junk
  • Stuff to THROW AWAY: Anything you can’t put in the other 3 boxes. Ask, “Can I get this information somewhere else if I throw it away?”
2) Go through the boxes
  • FILE: label each item in the box with a Post-It note giving the name of the folder in which the item belongs. Then invite you assistant or a volunteer to file each one.
  • READ: Use Post-It Notes to identify any article you wish to save. Ask your assistant or a volunteer to rip out or photocopy necessary articles, toss the rest of the magazine, and then file the article.
  • GIVE AWAY: Give yourself 1 week to find  home for all your “good junk.” Then toss it in box 4!
  • THROW AWAY: Give it to the Trash gods ASAP!

In a little over 2 hours I was able to tame the chaos and regain control over my work space.

My next step will be to clear out and organize my file cabinet so that I can actually file the important things that I have uncovered today by cleaning my desk area. My hope to also utilize Evernote to digitally file everything where it is easily accessible and searchable.

I hope you found some of these tips helpful. Having a clean and usable work space is key to getting stuff done. We all have important work to do. Clear the clutter and get back to work! People are counting on us!