The irony isn’t lost on most of us: we’re too busy to get organized, yet our disorganization makes us even busier. This common catch-22 leaves many feeling trapped in a cycle of chaos, where the very thought of organizing seems overwhelming. However, breaking free from this pattern is not only possible but can dramatically improve your productivity and reduce stress. Here’s some ideas for finding time for organization when time feels scarce.
Start with the 2-Minute Rule
The journey to getting organized begins with small steps. If a task takes less than two minutes to complete, do it immediately. This could be filing a document, clearing your desk, or sorting through today’s mail. These micro-actions might seem insignificant, but they serve two crucial purposes: preventing the accumulation of clutter and building momentum for larger organizational projects. When you consistently handle small tasks immediately, you prevent them from becoming part of a larger organizational burden later.
Focus on High-Impact Areas
Not all disorganization is created equal. Some cluttered spaces cost you significantly more time and energy than others. Start by identifying your “pain points” – areas where disorganization consistently slows you down or causes stress. Is it your email inbox? Your desk? Your project management system? Your kitchen counter? Focus your initial organizing efforts on these high-impact areas. The immediate benefits you’ll experience will motivate you to continue organizing other spaces.
Break Down Projects into Micro-Tasks
Instead of setting ambitious goals like “organize the entire office,” break organization into smaller, manageable tasks. “Sort one drawer,” “clear email inbox,” or “organize bookshelf” are more approachable targets. These micro-tasks can fit into the small pockets of time you already have – between meetings, during your lunch break, or while waiting for a call to start. Keep a running list of these tasks and tackle them opportunistically.
Create Systems, Not Perfection
The goal of organizing isn’t to create magazine-worthy spaces but to establish sustainable systems that prevent future chaos. Simple frameworks can make a significant difference:
- The “one goes in, one goes out” (OCI-OGO) rule: When you acquire something new, remove something old
- The “handle it once” principle: Deal with items (especially paper and email) immediately rather than setting them aside for later
- The “everything has a home” system: Designate specific places for items and always return them there
- The “regular reset” routine: Spend 5-10 minutes at day’s end returning items to their proper places
Time-Block for Organization
Instead of waiting for the “perfect time” to organize, schedule it. Block out 15-30 minutes in your calendar, treat it like any other important appointment, and focus solely on organizing during that time. This dedicated time ensures organization becomes a priority rather than an afterthought.
Use the “Power Hour” Method
Once a week, dedicate one hour to focused organizing. During this power hour, tackle a specific area or project without distractions. You might be surprised how much you can accomplish in a focused hour – and how motivating it is to see visible progress.
Implement the “Touch It Once” Philosophy
When handling items – whether physical or digital – make immediate decisions about their fate. Sort mail as soon as it arrives, process emails when you read them, and deal with documents when they cross your desk. This prevents the accumulation of decision backlogs that require more time to process later.
Leverage Technology Wisely
Use digital tools to streamline organization:
- Set up automated filters for email
- Use task management apps for recurring organizational tasks
- Implement digital filing systems for documents
- Use calendar reminders for regular maintenance tasks
Build Maintenance Routines
Prevention is easier than cure. Establish simple daily and weekly maintenance routines to keep spaces organized:
- End-of-day desk clearing
- Weekly email inbox processing
- Monthly digital file organization
- Quarterly deep-cleaning and organizing sessions
Start Now, Start Small
The best time to start organizing is now, and the best way to start is small. Choose one tiny area that’s bothering you and spend just five minutes organizing it. Success in organization isn’t about dramatic transformations – it’s about consistent, small actions that compound over time.
Remember: Perfect organization isn’t the goal
The aim is to create functional spaces and systems that support your productivity and reduce stress. Start with small steps, focus on progress over perfection, and watch as your efficient new systems give you back the time you thought you didn’t have.
Start with a daily 5-minute organizing task – sent to your inbox every day. And it’s free! Sign up here.
