How to Get Piles Off Your Desk: Organizing Your Paperwork & Digital Files

OFFICE ORGANIZATIONPAPER ORGANIZATION
Written By Kayla Fahey-Ahrndt

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How to Get Piles Off Your Desk: Organizing Your Paperwork & Digital Files

Is your desk covered in piles of paper? Are your digital files a mess, making it impossible to find what you need? Clutter—both physical and digital—can slow you down, increase stress, and kill productivity. In this episode of "Get Organized at Work" podcast, Kayla walks you through simple, actionable strategies to organize your paperwork, declutter your digital files, and create a system that sticks. Learn how to use Genius Scan (a free app) to digitize important documents, set up a searchable filing system, and streamline your workflow using Asana, OneNote, or Microsoft Teams. Plus, she’ll share how to manage your inbox with email organization tips, project management strategies, and file-naming best practices to keep everything in order. Whether you’re a leader, entrepreneur, or busy professional, these time-saving organization hacks will help you clear your desk, reclaim your focus, and work more efficiently.

đŸ”č Topics Covered: Paper organization, digital decluttering, file management, productivity hacks, email inbox zero, project management tools, Microsoft Teams, Asana, OneNote, Genius Scan, time management, workplace organization.

🎧 Listen now and take the first step toward a clutter-free workspace!

 

How to Clear Your Desk and Organize Your Paperwork for a More Productive Workday

Do you have piles of paperwork cluttering your desk? Are you drowning in digital files and struggling to keep up with your inbox? You’re not alone!

I used to have stacks of papers everywhere—quality control documents, preventative maintenance logs, and more. At one point, my desk was so messy that I had to come in on Fridays (when no one else was working!) just to catch up. It wasn’t sustainable, and I knew I had to create a system that would help me stay organized without needing a monthly deep clean.

In this post, I’m sharing my best strategies to help you declutter your desk, organize your paperwork, and create digital systems that work. Let’s dive in!

Why Clutter Happens and How It Affects Productivity

Before we talk solutions, let’s discuss why we accumulate paper piles and digital clutter in the first place:

  1. “I’ll get to it later” mindset – It’s easy to quickly save something without organizing it, thinking we’ll deal with it later.

  2. No clear system – Without a designated way to process paperwork, emails, or digital files, everything piles up.

  3. Fear of tossing something important – Especially in regulated industries like healthcare, we hesitate to throw things away, even when we don’t need them.

But here’s the hidden cost of clutter:

  • Wasted time – You spend too much time searching for documents.

  • Mental overwhelm – Piles of paperwork create decision fatigue.

  • Reduced efficiency – Clutter makes it harder to focus, slowing down your work.

Now, let’s talk about solutions!

Step 1: Declutter and Organize Your Paperwork

Use the Three-Pile Method

When tackling paper clutter, use these three categories:

  1. Trash/Shred – Remove unnecessary documents immediately.

  2. File – Organize important records into clearly labeled folders.

  3. Action – Set aside items that need follow-up, like forms to sign or bills to pay.

Daily Paper Management Tip:

At the end of each day, take five minutes to:

  • Recycle or shred papers you no longer need.

  • File important documents immediately.

  • Take action on anything that requires your attention.

This prevents paper piles from building up again.

Step 2: Digitize Your Documents

Going paperless is one of the best ways to keep your workspace clutter-free. Here’s how to do it:

Scan and Store Documents Digitally

  • Use Genius Scan (Free App) – This app allows you to scan documents with your phone and save them as PDFs.

  • Store Files in One Central Location – Use Google Drive, OneDrive, or Dropbox to keep everything organized.

  • Name Your Files Clearly – Instead of “Scan_123,” label it something like “2024_Tax_Documents” so it’s easy to search later.

Rule of Thumb:

If a document isn’t important enough to scan, it’s probably not worth saving. Shred it!

Step 3: Organize Your Digital Files and Inbox

Keep Your Digital Space Clean

  • Declutter Your Desktop & Downloads Folder – Delete unnecessary files and organize the rest.

  • Use Search-Friendly File Names – If you prefer not to organize folders, clear naming conventions make files easy to find.

Use Project Management Tools

Instead of keeping paper to-do lists, use digital tools like:

  • Asana – Great for task tracking and project management.

  • OneNote or Microsoft Teams – Perfect for notes, action items, and document storage.

  • Microsoft Teams Kanban Boards – Attach important files directly to projects for easy access.

Tame Your Inbox

  • Use the 5-Minute Rule – If an email takes less than five minutes to handle, do it immediately. Otherwise, schedule time to address it later.

  • Unsubscribe Ruthlessly – Stop receiving emails you never read.

  • Create Email Filters & Folders – Automatically sort emails into categories (e.g., newsletters, work projects).

Pro Tip:

I color-code emails from important senders so I know which ones to prioritize at a glance.

Step 4: Maintain a Clutter-Free Desk & Digital Space

Adopt the One-Touch Rule

Handle documents once instead of letting them pile up. If you touch a piece of paper, decide immediately: file it, take action, or toss it.

Schedule a Weekly Reset

Set aside 15 minutes each week to:

  • Clear off your desk.

  • Delete or file digital documents.

  • Sort through your inbox.

Create a Standard Work Routine

To make this a habit, track your progress. Keep a simple checklist:
✅ Cleared my desk today
✅ Filed digital documents properly
✅ Processed my inbox

After a few weeks, this will become second nature!

Final Takeaways & Call to Action

Organizing your workspace doesn’t have to be overwhelming. By implementing small, simple systems, you’ll feel more in control of your workload and reduce stress.

Your challenge: Spend 15 minutes today decluttering one area of your workspace. Whether it’s your desk, email inbox, or digital files, take a step toward organization!

And don’t forget to join the Get Organized at Work community—a free space where professionals like you can network, get productivity tips, and access exclusive templates and resources.

Let’s stay organized and take control of our workdays—together!

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Kayla Fahey-Ahrndt
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