Imagine this: You sit down at your desk, ready to focus, but instead, you're met with piles of papers, scattered gadgets, and yesterday’s coffee cup. The mess feels distracting, and instead of starting into your work, you're left wondering where to start.
Sound familiar?
The science supports this struggle. Research from Harvard Medical School shows that clutter can make it harder to concentrate and process information. A 2017 study in Current Psychology even found that clutter is directly linked to procrastination—a challenge I see regularly in my work as a professional organizer.
Throughout Greater Toronto, we’ve helped our clients turn cluttered desks into streamlined, functional workspaces. My partner, Brad, brings his expertise in workspace design and ergonomics, ensuring that these spaces are not only organized but also set up for long-term productivity and comfort.
Recently, one client revamped her chaotic desk into an inspiring workspace. The result? She finally completed a project that had been stalled for months and felt a renewed sense of focus.
Let me share practical solutions to help you achieve the same.
Quick Start: Desk Organization for Productivity in 3 Days
Your 15-Minute Desk Reset
Day 1: Clear the desk surface completely.
Place everything in a box.
Wipe down the surface.
Return only today's essentials.
Day 2: Set up essential zones.
Right: Active work zone.
Center: Computer/writing space.
Left: Incoming tasks.
Ensure proper lighting.
Day 3: Organize key drawers.
Top drawer: Daily items.
Middle: Weekly needs.
Bottom: Monthly items.
Maintenance: Spend 10 minutes daily.
Clear your desk surface.
List tomorrow’s top three tasks.
Check lighting and ergonomics.
When your desk is organized, the results are immediate. Here's what I've seen with real clients:
The Immediate Payoff
Increased Focus: One client reported being able to complete morning tasks without constantly getting distracted by surrounding clutter
Reduced Stress: "I actually enjoy sitting at my desk now," shared a recent client
Time Saved: A business owner stopped losing important documents and cut her paper-handling time in half
Improved Productivity: With fewer distractions and a clear workflow, clients consistently report getting more done in less time
The best part? Once your desk is organized, maintaining it becomes easy. As one client told me,
"Just 10 minutes at the end of my day keeps everything in order."
Why Desk Organization for Productivity Matters
The Problem: Cluttered desks create mental clutter, as our brains struggle to filter distractions.
The Impact: Visual overload leads to fatigue and reduced efficiency
The Solution: Decluttering promotes focus, lowers stress, and saves time—boosting both work performance and personal satisfaction.
"A cluttered workspace can significantly impact our ability to focus. Distractions abound, from the constant ping of notifications to the allure of social media. In our previous post, 10 TIPS TO AVOID DISTRACTION WHILE WORKING FROM HOME, we delve deeper into practical strategies for minimizing distractions and creating a focused work environment. However, even with a distraction-free environment, a disorganized desk can still hinder productivity..."
Use the REMOVE acronym to systematically declutter your desk, focusing on essential actions that improve productivity and maintain organization.
The REMOVE Method: Desk Organization for Productivity
R Reduce: Clear Out Distractions
Remove nonessential items like unused papers and knickknacks.
Action: Clear everything unnecessary off your desk.
E Essentials: Keep Only What You Use Daily
Retain items used multiple times daily (e.g., computer, notebook).
Action: Ask, “Do I use this every day?” If not, store it elsewhere.
M Move: Arrange for Workflow
Position frequently used items within easy reach.
Action: Group items by purpose (e.g., writing tools in one spot).
O Organize: Group Similar Items
Sort supplies, tech accessories, and papers into categories.
Action: Use containers or drawers to keep items organized.
V Verify: Regularly Review Your Setup
Periodically assess and remove unnecessary items.
Action: Schedule monthly reviews to maintain order.
E Evaluate Storage: Maximize Space
Use dividers, trays, and bins for designated storage areas.
Action: Invest in organizers to maintain functionality.
Setting Up Your Optimal Workspace
Drawing from Brad's expertise in workspace design, here are our tried-and-tested guidelines for creating a comfortable, efficient workspace:
Comfort & Accessibility
Monitor: Top of the screen at or slightly below eye level.
Chair: Feet flat, thighs parallel to the floor.
Keyboard: Elbows at 90 degrees.
Lighting: Position to reduce glare on screens.
Smart Storage
Golden Zone: Keep frequently used items within shoulder-to-hip reach.
Rolling Units: Store less-used items to minimize reaching and bending.
Cable Management: Ensure easy access to connections.
Vision-Friendly Setup
Reading glasses station: Right corner within easy reach
Task lighting: Positioned to eliminate screen glare
Document holder: Adjacent to screen to reduce neck strain
Quick Adjustments
Keep small lumbar pillow handy
Use monitor riser with storage underneath
Position phone on side of dominant hand"
A well-organized desk requires proper drawer and desktop arrangements that help streamline your workflow. Here's how to set it up:
Desk Organization Essentials for Productivity
Drawer Setup
Top Drawer: Daily supplies (pens, paperclips).
Middle Drawer: Weekly needs (notepads, small tools).
Bottom Drawer: Monthly items (files, bulk supplies).
Additional Ideas:
Chargers and cables in one drawer.
Empty file folders for easy access.
Bulk supplies like printer paper in remaining drawers.
Only keep essential items on your desktop. The cleaner the surface. the easier it is to focus.
Desktop Organization: Minimalism is Key
Keep only essentials: monitor, keyboard, notepad, and inbox.
Optional: phone, docking station for electronics, desk lamp, and minimal decor (e.g., a plant).
Arrange for workflow:
Left-to-right setup: inbox on the left, active tasks in the center, completed items on the right.
Phone placement: On your non-dominant side for multitasking.
Arrangement Tips for Optimal Workflow
Left-to-Right Workflow: Set up your desk to follow a left-to-right flow. Place your inbox on the left, process in the middle, and move completed items to the right.
Phone Placement: If you’re right-handed, keep the phone on your left side so your dominant hand stays free for note-taking or typing.
Monitor Positioning: Keep your monitor centered, with extra accessories to the side.
Supply Area:** Store extra office supplies away from your desk, preventing clutter.
Take Action and Reclaim Productivity
From following up with clients, I know that these simple habits make the biggest difference:
End each day by clearing your desk and listing your top three tasks for tomorrow.
Dedicate 10 minutes to maintaining your workspace.
Begin today—whether it’s reducing distractions or organizing drawers—and enjoy the immediate benefits of a well-organized desk.
A tidy desk isn't just about appearances. As one client shared,
"It's changed how I feel about working from home completely."
Tired of feeling overwhelmed by your home office clutter?
At In & Out Organizing, we combine practical experience with personalized solutions. We understand that every home and work style is unique, and we're committed to finding organization systems that truly work for you.
Ready to transform your workspace into a place where you can actually get things done? Contact Brad at 416-859-0518 for a consultation.
Great tips! I used to have my phone on the right (my dominant hand.) However, the phone jack had to be moved when I redesigned my office. Now, the phone is on the left. It's not terrible since it's a cordless phone with an earpiece. In time, I've gotten accustomed to the change. One positive aspect is I have to stand up to reach the phone, which gets me up and moving. Most of my work is on Zoom, and less is by phone. My computer is front and center, which is my most frequently accessed piece of equipment.
You and I were definitely blogging in sync this week! I agree with every bit of your approach, though I'll admit that in my prior career in television when I had a "real" office with a desk phone, I kept it on my right. Although I'm right-handed, I'm left-eared (and almost never hold the phone to my right ear). I liked having the phone base on my right with the cord (remember cords?) crossing on front of me, sandwiched between my body and the desk. It kept the phone base from moving, but left my right hand free to write.
I love the REMOVE acronym and also that you accent the ergonomics of desk space. Too often, the combination of…
I have my office desk clear at the end of the day. I didn't realize how relaxed I felt when I entered it each morning until one day I ran out of the house to go to the gym. I left everything scattered all over the desk. When I walked back into the office I couldn't believe how stressed I felt by how much work there must be with all those papers all over the place. It only took a minute to straighten this up and have that focus of what I was going to work on. Your tips a great and yes an office can get a make-over fairly quickly to have a big impact on your productivity.