7 Tips on How to Declutter Workspace for Better Productivity

Change can feel like climbing Mount Everest 🏔️ whether it’s revamping your diet, acing a new skill, or strengthening bonds.

But here’s the secret weapon: seeing progress ⏫ no matter how tiny, sets your motivation on fire.

Psychologists call it the Progress Principle: every achievement, big or small, fuels your drive to keep climbing.

Remember the joy of those first lost pounds, the adrenaline of nailing that exercise, or the satisfying “level-up” in your favorite game?

Now, imagine applying this magic to one powerful tool: a tidy workspace.

How Decluttering Workspace Ignites Productivity and Positive Habits

Witnessing even a single area become neat and organized isn’t just about immediate relief; it’s a spark that ignites our motivation to keep going.

Here’s how a decluttered workspace kicks you into high gear.

Boosted focus

Say goodbye to visual distractions! A clear desk means your mind isn’t constantly drawn to the next shiny object, allowing you to laser-focus on the task at hand.

Enhanced efficiency

No more frantic scrambles for that crucial document buried under a mountain of papers. Organization translates to instant access to what you need, streamlining your workflow and saving precious time.

Reduced stress

Clutter is mental clutter. Clearing your physical space creates a serene environment, calming your mind and lowering stress levels, which in turn, fuels your mental stamina for tackling challenging tasks.

Habit-building momentum

Witnessing the positive impact of decluttering on your productivity and well-being becomes a powerful motivator. You start to crave that sense of calm and efficiency, inspiring you to maintain the decluttered habits and extend them to other areas of your life.

To achieve these benefits, here are 10 specific and non-trivial techniques to declutter your workspace.

Plan Digital Declutter

• Delete unnecessary files and folders on your computer and cloud storage services.
• Unsubscribe from newsletters, promotional emails, and other unwanted messages that clog your inbox.
• Remove unused apps and plugins from your phone and computer.
• Organize your digital photos by deleting duplicates, sorting them into albums, and backing them up.
• Review your social media accounts and remove friends or followers who no longer serve a purpose.
• Cancel subscriptions or memberships you don’t use.
• Create strong passwords and store them securely to avoid having too many login credentials.
• Regularly back up your important data to prevent loss in case of technical issues.
• Set aside time each week to maintain your digital organization.
• Consider implementing a “digital sabbath” where you disconnect from technology for a set period of time each day or week.

Adopt a Minimalist Layout

• Keep only essential items on your desk. A minimalist approach can significantly reduce clutter. By holding the essentials — your laptop, a notebook, and perhaps a sleek lamp — you create a clear visual field that fosters concentration.
• Let negative space be your ally. Negative space, or empty areas, isn’t just the absence of clutter; it’s an invitation for your mind to breathe.

Embrace the uncluttered expanse as a canvas for creativity and a springboard for productivity.

By sticking to minimalism, you can transform your desk from a chaotic battleground to a serene sanctuary of focus, ready to unleash your full potential.

Maximize Your Desk Space

• Clear off your desk and keep only the essentials on it.
• Install shelves or hanging organizers to utilize vertical space, keeping your desk area clear.
• Consider investing in a standing desk or adjustable desk to optimize your workspace.
• Use a cable management system to keep cords and wires organized and hidden.

Implement the 5S Methodology

Sort, Set in Order, Shine, Standardize, and Sustain — a practice often used in lean management to maintain an organized environment.

Sort (Seiri)

• Go through your workspace and sort items into three categories: keep, donate/recycle, and throw away.
• Be ruthless about getting rid of things you don’t need or use.
• Consider digitizing papers and documents instead of keeping physical copies.

Set in Order (Seiton)

• Once you’ve sorted your items, arrange them in a way that makes sense for your workflow.
• Group similar items together and label them clearly.
• Assign a designated spot for each item so that everything has a home and is easy to find.

Shine (Seiso)

• Give your workspace a thorough cleaning, paying attention to corners and surfaces that tend to accumulate clutter.
• Dust and vacuum regularly to keep your workspace clean and tidy.
• Consider using natural light or full-spectrum light bulbs to brighten up your space and boost your mood.

Standardize (Seiketsu)

• Establish routines and habits that will help you maintain your decluttered workspace.
• Schedule regular cleaning sessions to keep your space organized and clutter-free.
• Consider implementing a “one touch rule” where you deal with tasks and papers as soon as they come across your desk.

Sustain (Shitsuke)

• Make decluttering a regular habit by incorporating it into your daily routine.
• Share your goals and progress with a friend or accountability partner to stay motivated.
• Continuously assess your workspace and identify areas for improvement.

Designate a ‘Miscellaneous’ Drawer

Have one drawer for miscellaneous items but schedule regular times to sort and organize it.

• Choose a drawer or container for miscellaneous items that don’t have a designated home.
• Label the drawer or container clearly so everyone knows what it contains.
  Schedule regular times (e.g., monthly, quarterly) to sort and organize the contents of the drawer.
• Consider setting a limit on how long items can stay in the drawer before they must be dealt with or discarded.
• During sorting sessions, consider grouping like items together and assigning them a designated home if possible.
• Recycle or dispose of any items that are no longer needed or useful.
• Keep the drawer closed when not in use to maintain a sense of organization and prevent clutter from building up again.

Go Paperless Where Possible

• Limit the use of paper. Opt for digital notes and documents to reduce physical clutter.
• Implement a “touch once” policy, where you aim to handle each piece of paper or task only once, either by dealing with it immediately or filing it away in a designated spot.
• Designate a specific area for handling paperwork, such as a “paper station” with a tray for incoming papers and a file cabinet for storing important documents.
• Consider scanning and digitizing important papers to free up physical space and reduce the risk of losing documents.
• Use digital tools, such as time tracking software, note-taking apps or project management software, to keep track of work time, tasks, ideas, and reminders.
• Set up automatic reminders for deadlines and appointments to minimize the need for physical reminders.
• When printing is necessary, use both sides of the paper to reduce waste.
  Consider using reusable products, such as a whiteboard or chalkboard, for temporary notes and reminders.
• Take advantage of electronic versions of books, magazines, and newspapers to save space and reduce clutter.
• Use a digital calendar to keep track of appointments, events, and deadlines, and sync it across all your devices.

Implement a Daily Clean-Up Routine

• Start by clearing off your desk and putting away any items that are out of place.
• File away any papers or documents that you no longer need your immediate attention.
• Wipe down your desk and chair with a damp cloth to remove any dirt or crumbs.
• Straighten up any stacks of papers or books that may have become disorganized during the day.
• Check your supplies and restock as needed (e.g., refill your stapler, and replace used pens).
• Take a moment to glance over your schedule for the next day and prioritize your tasks.
• Set your alarm clock or reminder for the end of the day to ensure you don’t forget to clean up.
• Use this time to mentally prepare for the next day and plan out your tasks.
• End your day feeling organized and prepared for the morning.
• Set aside the last 10 minutes of your workday to tidy up your workspace.

Set Boundaries for Personal Items

• you bring to work to avoid clutter.
• Designate a specific area for personal items, such as a small shelf or box.
• Keep personal items confined to their designated area to prevent clutter from spreading.
• Consider implementing a “one in, one out” policy for personal items to maintain a balanced amount of clutter.
• Set boundaries around the types of personal items allowed at work, such as no food or drinks.
• Discuss personal item boundaries with coworkers to establish mutual respect and understanding.
• Enforce boundaries consistently to maintain a professional and organized workspace.
• Periodically review personal items and eliminate those that are no longer needed or useful.
• Consider rotating personal items seasonally or bi-annually to refresh the workspace and avoid stagnation.

Wrap Up

So, if the ‘Everest’ of your chaotic workspace looms large, remember: every decluttered drawer, every organized shelf, is a victory cry for your future self.

Embrace the Progress Principle, watch your efforts snowball into bigger changes, and witness your workspace become a launchpad for a more productive, fulfilled you.

Start small, celebrate each tiny win, and before you know it, you’ll be scaling new heights in all aspects of your life, fueled by the magic of a tidy workspace!