Organizing for Success: The 6S Model™
Step 3: Sort
Now that you’ve put systems in place to deal with new things as they come in, it’s time to go back and process the backlog, a.k.a. the clutter. In this fast-moving step, you don’t get rid of anything—that’s Step 4—although some small projects are manageable enough that you can do both at once. But if the thought of getting rid of anything keeps you from beginning or if the project is very large, start simply by sorting and you will be heading in the right direction.
The great part about sorting is that you don’t have to make many decisions. The challenge, however, is that this is the looks-worse-before-it-looks-better phase of the project and without a plan, things can get a bit messy. The best tool I’ve found for controlling chaos during the sorting process is to create a Staging Area:
- Gather some supplies: boxes, a marker, a garbage bag and recycling bin (for the things you are ready to toss without a second thought), a timer or alarm clock and some cleaning supplies. Bankers’ boxes with lids are great if you won’t finish the project in a day, since they look clean and can be neatly stacked.
- Label the boxes according to the broad topics that make sense for your project. For an office organizing project, you might have one box for office supplies, one for personal items, one (or many more!) for unfiled paperwork, etc. Labeling the boxes is important: you might think you’ll remember what’s in each box, but there’s a good chance you’ll come to a point where you don’t, and you will simply have created new boxes of re-sorted clutter.
- Create a “Belongs Elsewhere” box. It will help keep you focused by preventing you from leaving the area to put things away.
- Create a “To Do” box. Many people uncover unfinished projects and unresolved paperwork during the sorting phase. Rather than getting distracted, simply place these items in one place and review them later.
After you’ve created your Staging Area, it’s time to Sort! Decide when you will end the session and set a timer to go off about 20 minutes before you plan to end. Work quickly and with determination. When the timer goes off, use the last 20 minutes to put away things from the “Belongs Elsewhere” box, to add the “To Do” box items to your to-do list, to wipe out or clean any emptied drawers, shelves, and spaces, and schedule your next session. And save some time to give yourself a pat on the back!
Want to use this article in your e-newsletter or website? You can use this material in whole or in part, as long as you include this complete attribution and live link: Productivity consultant and trainer Cristin Lind of Clearwater Productivity helps busy professionals enhance their work and enrich their lives. If you’re ready to get more done with less effort, visit www.clearwaterproductivity.com.