Tamara Simon's Weekly Blog
Business Insights for RTOs
from my favourite Movies, TV Shows and Books
(and some other bits and pieces)
What’s Better: Clean Or Messy Desk?
The Answer May Surprise You
There is so much debate, frustration and friction everyday in workplaces about the state of people’s desks; to the point where I have seen many polite and not so polite versions of ‘clean up your desk’ signs plastered across office walls, desks and doors – even on the backs of chairs.
And yet we know that Steve Jobs, Mark Twain and Albert Einstein – all visionaries of their time – shared one common trait: a messy desk – and through what appeared to be messy chaos; emerged order, innovation and creativity.
Einstein even went on to say, “If a cluttered desk is a sign of a cluttered mind, of what, then, is an empty desk a sign?
So wouldn’t that mean a messy desk is the ideal?
Time Management Insights for RTOs
The answer to this riddle is yes and no.
It is true for many people with a messy desk that it is this way because they do not have single minded focus and believe multitasking is their best asset; and thus keep jumping from task to task, pile to pile in the hope that lots of activity will result in the desired outcome.
There is also the opposite spectrum that a clean desk with basically nothing on it gives the perception of order and completion when it can be cleverly disguising boredom and complacency.
I believe there is a need for somewhere in the middle as both a messy and clean desk can provide optimal outcomes, depending on how best people work.
To maintain a harmonious workplace, I believe it’s important to understand how each person works best and build on those strengths, rather than continually ‘forcing’ people to be something they are not.
For example, I work best with music on whereas others need silence to perform at their best.
So if you make me work in silence, I’m not as creative as I usually am and I’m easily distracted because I jump at the slightest noise rather than it simply blending into the background.
The same principle applies to the state of one’s desk.
It would be rare to convert someone from a very messy desk to then one that is completely stark at the end of each day or vice versa.
Instead, accept that everyone is different and has a right to be their own person with their own ideal working style.
As long as each staff member is highly productive in their own way, should it really matter what anyone’s desk looks like?
It shouldn’t but unfortunately it does.
So here’s 5 suggestions to help those ‘messy desk’ people find a middle ground so everyone else in the workplace can ‘cope’ with what they see.
Suggestion 1: There’s another way
If a clean desk person says the obvious ‘clean up your desk’ to a messy desk person, it is often dismissed or ignored because they have tried system after system but none of them have worked. Like people who have tried every weight loss program to no avail, unless you show someone a different way that would actually work for them, it is bound to fail.
So talk to the person, find out why they keep their desk in a certain way and between the two of you, maybe you can come up with a viable solution.
Suggestion 2: First Impressions
Whether we like it or not, first impressions count, and unfortunately the impression a client/student or a staff member gains from a messy desk is disorganisation and a lack of care and respect for people and property.
Translation: poor client service, things will get missed, not a team player, lack of attention to detail etc.
So have a conversation about these real or perceived impressions to see if there is an opportunity for a change of attitude and behaviour.
Suggestion 3: Privacy and Confidentiality
In many positions, staff are processing paperwork which contains a client/students or employee’s private and confidential information eg bank details, personal contact information, results of training.
However, this paperwork is often left on desks, in plain sight, for anyone to look at either during or after business hours. This information should be treated with the highest respect and therefore should be placed in folders and then locked away at night in filing cabinets/drawers to ensure the information is protected.
Suggestion 4: Systems Save Time
Time can be lost looking for paperwork on a messy desk.
If you implement even one of these 3 simple systems below, you’ll be amazed at how productivity increases and frustration reduces:
- 1-31 Expanding File (Bring Up Folder) to store paperwork which is due on a certain day in the month. Each day, look at what’s in the folder to see what needs to be actioned that day eg invoices to be paid, phonecalls to be made, clients/students to follow up.
- Colour Coded Folders/Post It Notes to provide a visual reminder of what needs to be done, different categories eg green finances, purple clients/students, yellow enrolments to be processed, red assessments to be marked.
- Labelled In Trays/Pigeon Holes where items can be quickly filed eg a tray for each day of the week where work for that day can be filed, Receipts to be entered, Website, Enrolments to be processed, With Student (awaiting information), Assessments to be marked, Credentials to be issued, Partnerships, Projects, Jobs for this week etc.
Suggestion 5: Less Clutter Increases Energy
By decluttering at the end of each day or at least every week, your energy will increase because instead of being overwhelmed by the constant sight of never ending paperwork and tasks, you will see the light of satisfaction and accomplishment of what ‘has been done’ rather than your previous focus on ‘what’s not done’.
I know it can be hard for clean desk people and messy desk people to work harmoniously together because each side ‘doesn’t get how they can work like that’.
But if there’s more acceptance and understanding to gain a happy balance rather than a ‘one size fits all’ approach, your workplace will see a rise in productivity and profitability, and a reduction in friction which ultimately is what every RTO desires.
And here’s my final thought:
As I believe the Frozen movie states: Please let the state of the desk go a bit and instead focus on what’s really important: getting the best out of every team member in your RTO business.
Want some help from Tamara?
If you have found some tips and inspiration from this blog (and I hope you have), I’d love you to please share it amongst your RTO contacts and on your social media platforms.
If you would like some help to take you from STUCK to SOLUTIONS… SIMPLY from someone who’s been there, done that in RTO Land, please check out my coaching services on my website.
Or contact me direct:
0438 262 727 or firstname.lastname@example.org