- Let it Go...Six Ways For Keeping What's in Your Office From Owning You -

Who's in charge...you or the equipment and support materials in your office? Take a few minutes to calculate how much time, money and emotion you waste on equipment, reference materials and information you no longer use. The result of this quick analysis should make it easy for you to throw out, recycle or better yet, donate unnecessary items.

Remove all dinosaurs. Are you using out-of-date equipment or old versions of computer programs? Determine how much time you're wasting using slow and inadequate equipment and programs with limited capabilities. What is the bottom line of all of this wasted time? Computer prices fall regularly, so determine if your time is worth investing in a new computer system. The money you’re saving by not buying new equipment may be costing you in lost time and productivity. The same rule applies to daily planners. If the system you are using (whether paper-based or electronic) no longer meets your needs, find a new one.

Control incoming information. It’s difficult (and time-consuming) to read everything, yet it’s easy to get caught up in information overload—the need to keep every magazine, newsletter and newspaper you receive. You may keep this information under the premise that you’ll read everything one day. If you know that you'll never read something, get rid of it. If you ever need an article from a past issue, oftentimes you can get it on-line or via the old, reliable standby, the library's microfilm collection. The Internet is a fast and efficient method for gathering the latest industry information and news, and is quickly replacing the need for receiving unnecessary printed information in bulk.

Develop the urge to purge. Some people keep information “just in case” they need it one day. They fear that the minute they throw or give something away, they may need it again. The first symptom of the need to purge is stacks of magazines, newspapers and paperwork scattered throughout the office. Keep in mind that when you need something, you may not be able to find it amidst the clutter you’ve accumulated. Something is worth keeping only if you’re able to locate it within minutes instead of hours.

Keep only what you use. Not everything has to be "used up" before it’s discarded. If you're still using a typewriter to complete forms, consider replacing it with a scanner. When you need to complete a form, simply scan it, fill in the blanks on your computer and print the form. An old computer, long ago replaced by a faster, smaller model would be more useful donated than stacked in a corner of your office. Various charities welcome computer donations. Before you donate a computer, make sure you clear the hard drive.

Eliminate high-maintenance items. Before you purchase something, determine its long-term cost. Is something going to be too expensive to dry clean on a regular basis? Will a new car stretch your budget between frequent service checks and costly repairs? The same applies to existing possessions. Does your current car spend more time in the shop than on the road? Does your clothing cost a fortune to clean? If so, reevaluate future purchases and current possessions. They may not be worth the price to buy or time to keep.

Know What to Toss and What to Keep. Take the "Toss or Keep" test to determine whether or not you should keep something.

• Have you used this item within the past year?
• Is the item serving a specific purpose?
• Do you have a place to store the item where you will find it again?

If you answered no to any of these questions, consider giving the item away. If you decide to keep the item, make sure you have a specific place to store it.

Say “no” to hand-me-downs. Well-meaning associates may want to give you an old desk, chair or bookcase while clearing out their own office. Before you add one more piece of furniture to your office, make sure you need it and have a place to store it. Something for nothing is a bad deal if you don’t need it.

Without technology, files and resource materials, you would have a difficult time handling daily tasks. When all of these tools, however, threaten to hamper your productivity, it’s time to take back your office. You may not be responsible for managing the entire office, but you can manage the contents within it.