Studies have shown that a decluttered workspace can decrease stress and increase focus—and that stress at work can actually result in more clutter. It's important to clean up your environment so the place you work is comfortable, calm, and sanitary. If you want to get more done, you need to be working in a tidy, welcoming space. Borrow the 5S method to get it done most efficiently.
Sort
Shine
Sustain
How to make 5S work for you
The five pillars of the technique provide a framework for organizing and cleaning in a way that minimizes waste and increases productivity. Instead of thinking of the five steps in order as a one-and-done operation, consider them a cycle you’re always repeating. When you’re done with the fifth (or, in some cases, sixth) one, you go back to the first. You should start with sorting for the most part, but at any given time, you can employ one of them and start moving through the cycle. Here’s what to do:
Shine: With the space tidied up and freed of anything unnecessary, it’s time to clean. This can be as easy as running a disinfectant wipe over your surfaces or brushing crumbs into the trash, but cleaning for sanitary reasons is different from decluttering, so don’t skip it. Check out this list of gadgets to clean your desk thoroughly—but make sure you have space in those storage bins for them.
Standardize: This step is a little different from the first three, which are all about organizing and cleaning. Standardizing is about creating a protocol to keep everything organized and clean, plus integrating it into your actual workflow. You already started when you began labeling storage containers, but now it's time to get serious about implementing these changes consistently, and making the most of what you did in the first three steps. The easiest way to do this is building time into your schedule for regular 5S maintenance and desk cleaning. It should be part of your regular to-do list. For instance, if you’re using the 1-3-5 method of to-do list creation, 5S maintenance can be one of your five smaller tasks for the day. Make sure to carve out time for it at least once a week, ideally by putting time on your calendar when you’re timeboxing. When going through the 5S cycle going forward, you can always make changes to your standardization if you’re not cleaning enough, if things are piling up, or if your technique is otherwise not working, so don’t just skip the fourth step on your next time through.
Again, sometimes this framework is expanded to include the sixth "s," safety. A clean, organized environment isn't just efficient and good for your focus; it's safer, too. When you're working through the five steps above, look for anything that could be a hazard, like tangled cords under your desk, items stacked too haphazardly on your shelves, or liquids too close to your electronics.
Keep in mind that when sorting, your goals are not only to make more space available to work, but to decrease distracting items and reduce the amount of time you spend looking for what you need when you need it. When you shine, you want to reduce waste and keep the area safe, but also keep it pleasant to work in, which is an important element of productivity. Setting in order is all about making your work easier by making things available to you when you need them and finding them where you expect them to be, which wastes less time. Standardizing and sustaining will help you make sure the procedure is followed and is working for you, so eventually, you’ll even spend less time thinking about all of this stuff, and more time focusing on your work.
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