We can avoid a lot of trouble cleaning if there is less clutter. It is far easier to clean an open space, an empty floor or a flat wall, than it is to clean piles of boxes and knickknacks on shelves. Open spaces, or at least organized draws and containers, also tend to look neater.
We can avoid some clutter by disposing of obsolete and redundant items. But we may find that there are many items that cannot be disposed of because they are a regular part of the office operation, or because (like tax papers) we are required by law to keep them. There are also some items (Christmas trees, skis…etc.) that are only used once per year. Some of these items can be put out of the way into archive storage.
For occasionally used items – Archive:
- Store items in heavy duty boxes, available from office supplies or department stores. An advantage of transparent plastic boxes is that we can see the contents inside.
- Divide the items for storage into categories.
- Store the different categories in different boxes. Label them according to category. If there is more than one box for a category then label the box as ‘one of three’ …etc.
- Keep boxes of the same category together.
- Store uniforms and materials with some moth protection.
- Have a loose leaf folder with a page for each box. List the content of each box.
- Draw a map of the area where you store the boxes showing the categories.
Offices and businesses use to accumulate a great deal of paper and files. This took up a lot of space, yet the information in the paper was needed for tax and business purposes.
Clutter from paper can be avoided by using computer storage. Papers can be scanned and stored electronically.
It is essential to have a backup for all electronic data. Store them on the Cloud and on internet archive systems.
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