This is podcast 105 and it’s about desk triage. Can you spare half an hour? What if it would make the following half hour twice as productive? And the hour after that too? Spending time on organizing is a great investment because it always gives you a high return, unlike other investments these days. Ahem.
Here’s how to start. Figuring out how to start is often the hardest part of decluttering. The big secret is that it really doesn’t matter, just make a decision and do it. I’m going to suggest one of many possible approaches to structure your half hour, and that’s triage.
Triage is all about decision making.
It provides a simple structure to guide you and it depends on quick, resolute judgments that you act on right away.
In the medical world, triage is used when there are many patients and limited resources. Care is denied to those who will probably not live, so that those resources can help more patients who probably will live.
I can guarantee you that you don’t have enough resources to manage all the stuff that’s currently in your life. Becoming skilled at triage (AKA, ruthless decision making) means more of your time and energy goes to the important stuff.
Triage breaks down into three categories, according to our friends at Wikipedia.
- Those who are likely to live, regardless of what care they receive;
- Those who are likely to die, regardless of what care they receive;
- Those for whom immediate care might make a positive difference in outcome.
On your desk, this means
- Category 1. Stuff you like and need that will be put away;
- Category 2. Stuff you don’t like or need that you can immediately decide to ditch;
- Category 3. Stuff that you need to deal with right now.
Remember, triage is speedy because lives are at stake. The more quickly you make decisions, the clearer your desk will stay. You may not get through your whole desk in half an hour, but you’ll complete a section rather than just rearranging the piles.
If you have a lot of paper, choose a small area, perhaps just a section of your desk. Triage will get you through the purging and decision making. I’ve added some post-30 minute clean-up suggestions if you want to keep going.
In a hospital, triage patients are sent to different areas depending on their category. On the battlefield, they are simply marked with colored tags. On your desk, use Post Its to mark your piles. Allow enough room for sorted piles. A card table is great, but the floor will work too.
Here how to do phase one. This is the gross sort. You’re deciding whether papers belong to category 1, 2 or 3. You’ll need a timer, two piling spots, and containers for recycling and shredding.
Set your timer for 15 minutes. Start with the pile on the left side of your desk and move across to the right without skipping over anything. Be a mine sweeper.
Don’t let your eyes wander. Each time your gaze passes over the desk, your mind starts to run in different directions and you get distracted.
Focus on one thing at a time. Idea: Take a pile to your sorting area with your back to your desk so you can’t see the other piles.
Pick up the first item in the first pile. Is it category 1, 2 or 3? Don’t read or think too much about an item; you only need to identify it for now. Quickly define each:
Need it? Want it? Ditch it? Too late?
If you can’t decide, choose category 1. Put it into the correct pile or bag. Repeat until the timer goes off. Now take the category two pile and put it in the recycling. That’s done with.
Here’s how phase two goes. Set the timer for ten minutes. Sort the paper in category 1 by topic. If a topic does not come to mind, ask yourself why you are keeping the item. When you go look for it again, you’ll think, “where is that information about ______?” What if someone asked you, “do you know where the ______________ is?” Use that word.
Choose broad topics; it’s easier to look for a particular item in five possible folders rather than 50. Right now, you’ll just create separate piles for each topic. Label the piles with Post-Its. If you run out of room, stack the piles alternating horizontal and vertical to keep them separated.
Here’s a bonus post triage task: File! File the paper you just sorted. If your file cabinet is a disaster area, consider getting a temporary file box to use until you can revamp it. That way your newly sorted papers won’t get lost again. Note: you’ll probably have a stack of keepers that you want to read; those don’t get filed, but they need to go somewhere where you’ll see them and read them.
Here’s how to do phase three. Set the timer for five minutes. Now we’ve come to category 3. You’re in the home stretch! These papers were out on the desk because you’re using them to remind you to do something. This is not an effective strategy.
You need a list. A list allows you to see at a glance what all those to- do’s are. When they are piled up or spread out, you can’t get the whole picture.
Your to-do list can be in a notebook, on a pad of paper, a whiteboard, on your phone; wherever you will be most likely to look at it. For each reminder, create a to-do.
To do for stack of marketing letters: address envelopes, stuff them (including business cards), stamp and take to mailbox.
To do for event flyer: Add event to calendar and make a note to RSVP (if necessary) on calendar several days before.
To do for pile of business cards: enter into computer contacts list or put into alphabetized card box.
To do for information about you frequent flyer program: read it right now to see if there’s a time limited offer you want or throw it out, knowing you can get the information from their website.
Now, you may be thinking your to-do list will get unmanageably long. Yes, it will. But it’s not any longer than it was in your head, or spread out around the house. Reality check time.
Before all these things were on the list, you were by turns overwhelmed and in denial about how much you had to do. Now you can see it in black and white. This is your current reality. When it’s all in one place you can make informed decisions about what you will and will not do.
Here are your post triage activities.
Make looking at your to-do list a habit. Send yourself email reminders if necessary. Where you keep your list is up to you. The important part is having one place to look for your tasks.
If you have years of backlog, the whittling down may go slowly. Use triage as often as you need it. Set a timer to help you stay focused and speedy and not find yourself deep in reading an hour later. A timer is also good to reassure you that you’ll be free of this tedium soon.
Make sure to keep up with current paper so it doesn’t become part of the backlog. That is, don’t stack new paper on top of old piles. Spend the first five minutes of triage taking care of the new stuff. This will go a long way to keeping you out of trouble.
An unexpected benefit to this method is that you may be inspired to keep less stuff once you realize how much work it is to keep it all organized! Remember: it’s your stuff, you’re in charge.
Honor the time limits!
If you put off organizing paper because it seems like it’ll take forever, limiting the time you spend is your secret weapon. You really will make progress. And you have permission to stop when the timer goes off.
People tend to want to attack everything at once. Then they quickly realize they can’t organize the entire desk in 5 minutes and they get discouraged. Use the mine sweeper technique to clear your desk from left to right. Alternatively, take a pile and turn away from the desk so it won’t distract you.
You can certainly use this technique on the box in the corner, but don’t fall behind in your current paperwork. Part of the point of this exercise is to keep you current enough that you’ll have some time to tackle that box.
What you can do right now: set up your triage spot. If you have a lot on your desk, find a separate surface to work with your piles on that’s free of distractions. Set yourself up with a timer, Post-its, a pen and places for recycling and shredding.