The Joy of Less, a Minimalist Living Guide (18 page)

Usually, we need only concern ourselves with horizontal surfaces. In this room, however, a common office item threatens our vertical surfaces as well: the sticky note. These little yellow squares, with their unique ability to cling to any available object, are the bane of a minimalist office. Beware: an innocent handful at the base of your monitor can multiply quickly, until you’re peering at your screen through a ruffly yellow frame. Vexed by these critters, I finally started a digital document, in which I entered every scrap of information they contained; thereafter, instead of jotting down physical notes, I’d type them straight into said document. If you prefer, you can download software that manages such virtual notes for you; or you can keep such reminders, and random information, stored on your smartphone or PDA. Find a solution that works for you, and keeps your surfaces clear.

As you sort through your stuff, gather like items into modules. In the world of office supplies, segregation is a good thing; paperclips shouldn’t be partying with the rubber bands, stamps shouldn’t be socializing with the staples, and files shouldn’t be fraternizing with magazines and catalogs. Consolidating similar items not only helps you locate them faster, it illuminates how many you actually have. When you’ve corralled thirty pencils into one place, you’ll realize the absurdity of having so many—and with any luck, be inspired to let the bulk of them go. For each category of supplies, cull the contents and give them their own special container—even if it’s just a ziplock bag, or slot in a drawer organizer.

Alternatively, consider organizing your supplies by activity. Such a strategy can boost productivity, and ensure you always have the appropriate supplies on hand to complete regular tasks. Examples include a bill-paying module, in which you keep your checkbook, envelopes, stamps, and a pen; a tax return module, in which you gather all the relevant receipts and documentation throughout the year; or project modules, in which you store materials and paperwork needed for specific business, research, or writing endeavors.

Apply the modular concept to paperwork as well, to consolidate similar information in one place. We all do a simple version of this when we file by subject matter. Take it one step further, though; instead of alphabetizing your files (or randomly throwing them in the drawer), organize them into distinct sections: investments, utilities, insurance, recipes, et cetera. If you save magazine articles, store each one in a sheet protector, and arrange them into binders by topic. That way, when you’re ready to read about planting tomatoes, you can pull down the gardening binder and have at it. You can also consolidate various tidbits of information into single documents or fact sheets (like a list of emergency numbers, birthdays, or holiday gift ideas). This strategy eliminates excess paperwork, and provides pertinent information at a glance.

If you lack a dedicated workspace, your whole office may be a module. We’re not all blessed with an extra bedroom or dining room that can be transformed into a home office. Some of us may be relegated to a desk in the corner of the living room, or a retrofitted closet; others may carry their entire “office” in a tote bag or plastic tub, using any available surface as temporary flex space. How wonderful would it be, actually, to reduce our office supplies, files, and equipment to a portable container! Then, when the sun is shining and birds are chirping, we can set up shop on our front porch, back yard, or local park. Ah, the minimalist dream!

When you’re decluttering your workspace, you’ll come to love the concept of limits. They’ll help you gain the upper hand over the stuff on your desk, in your drawers, and in your files.

As you consolidated your office supplies into modules, you likely found you had far more pens, paperclips, staples, rubber bands, and other miscellaneous items than you’ll ever realistically use. It’s not necessarily your fault; many of these items are sold only in bulk quantities. Others, like pens, follow you home from the office, jump into your bag while you’re out and about, and multiply under cover of night. Set limits for each category, and in the future, keep a minimalist mindset when shopping for supplies. Pass on the super-size packages, unless you plan to use the entire amount. Alternatively, split such purchases with a friend, family member, or colleague, or find other creative ways to distribute them: give them as gifts, use them as party favors, or simply be a good person and donate the excess.

Limits also help keep our paperwork under control. We know what happens when we file, and file, and file some more: we end up with bulging folders, the contents of which spill over into additional ones; and before we know it, we’re out shopping for another filing cabinet. Filing should be a two-way street: stuff should come
out
, as well as go in. To this end, limit your paperwork on specific subjects to what will fit into one file folder—and when that folder gets too fat, purge its contents (by that time, some of the papers will surely be outdated).

Be particularly strict with nonessential papers—you know, the ones you hold on to because you “might need” the information someday. I used to tear out interesting articles, pictures, and ideas from magazines, and stash them in three-ring binders; after all, I reasoned, it was more minimalist than saving the whole issue. Eventually, however, I accumulated an entire shelf’s worth of binders (and rarely referenced or re-read the material.) Thereafter, I limited myself to just one binder, devoted to the information I found most valuable; and when it became full, I’d sacrifice some of the old articles in favor of new ones. (When I bought a scanner, I eliminated that!)

We can declutter until the day is long, but one of the keys to minimalist living is controlling the
inflow
. In most cases, this power lies entirely in our hands; we can refrain from shopping, refuse freebies, and opt out of gift exchanges, effectively shutting the door on stuff. The problem: in that door lies a mail slot. And through that slot will pour all kinds of useless, unwanted, and uninvited clutter, almost every single day. We must focus our efforts, then, on limiting the incoming contents. While it’s tempting to remove our mailboxes or board up our slots, such extremes aren’t necessary; we’ll explore some kinder, gentler ways to stop the postal deluge.

You can eliminate the bulk of your junk mail by putting a freeze on your credit report, or registering with OptOutPrescreen.com (a joint venture of the major credit reporting agencies). Once you do, companies will no longer be able to run credit checks on your name, and send you pre-approved offers. You can also contact the Direct Marketing Association (www.the-dma.org) to opt out of direct mail from their member companies; they’ll add your name to their “Do Not Mail” database. Additionally, it pays to review those Privacy Policies that come with your bank and credit card statements; call the provided number, and tell them you
don’t
want to receive marketing materials from them or their partner companies.

Henceforth, guard your name and address like a closely held secret. Refrain from giving this information to retailers: don’t sign up for in-store rewards programs and discount cards, and decline to provide it at the checkout register. Don’t participate in surveys, sweepstakes, and giveaways—more often than not, they’re sneaky ways for marketers to snag your contact details. Don’t send in product registration and warranty cards either, or your name and address will end up on a plethora of mailing lists; your receipt is usually sufficient proof of purchase to obtain warranty service.

Furthermore, keep your name and address out of the local phone book; that’ll also prevent it from being published online, where marketers across the country can easily obtain it. When you move, don’t fill out the U.S. Postal Service change of address forms, or your junk mail will surely follow you to your new home. Instead, personally contact people and companies to provide them with your new address. Rather than subscribe to newspapers and magazines, read them online; the latter are particularly notorious for selling your information—ensuring you’ll receive not only your monthly issues, but a barrage of advertisements, solicitations, and catalogs.

Speaking of catalogs: do what you can to avoid them. I learned the hard way that you can never request a catalog from just
one
company; most belong to marketing networks that share customers’ contact details. Once you’re in their database, you’ll be getting ten different catalogs in a few months, and thirty by the end of the year. If you find yourself in this unfortunate situation (as I have), take steps to put a stop to it immediately. I use the brute force method: calling the customer service number on every catalog I receive, and asking them to remove my name from their mailing list. If you prefer, you can sign up with Catalog Choice (www.catalogchoice.org); they’ll contact the merchants, and express your mailing preferences, on your behalf.

The strategies outlined above will eliminate most of your unsolicited mail. If you’d like, you can also limit incoming paperwork from companies you do business with, and opt to receive electronic communications instead. For example, sign up for online billing. Your desk will stay much neater when your gas, electric, water, sewer, telephone, cable, insurance, and cell phone bills arrive by email instead of post. You can even choose to have the amount you owe automatically debited from your bank account. Similarly, register to receive bank and credit card statements online; you’ll get an email notification when they’re available, and can print them to a PDF file. By doing so, you’ll avoid the advertisements and offers that come stuffed in the envelopes, and reduce the paperwork you have to file.

Whew! I know it’s a lot of work, but when it comes to minimizing mail and paperwork, the best defense is a good offense. Your efforts will be duly rewarded when you gaze into your lovely, empty mailbox, and sit down at your beautiful, paper-free desk.

Let’s face it: we’ve all been guilty of hanging on to old office and computer equipment. We go out and buy the latest and greatest technology, imagining the leaps and bounds by which our productivity will increase; and ask ourselves why on earth we kept that old computer, printer, or fax machine for so long. We excitedly set up our shiny new one; and after we’ve switched it on, made sure it’s working, and congratulated ourselves on its purchase, we notice the old one sitting there, forgotten and forlorn. Before we can pick it up and haul it out to the curb, a wave of guilt and sentimentality washes over us; we can’t possibly get rid of it if it’s still
working
, can we? It served us well for so many years; and besides, it’d be good to have a backup if the new one should fail…

Stop right there! Your office is not a retirement home for old and outdated machines. Be realistic: if your laser printer broke down, would you really dust off the dot-matrix? After using a thirty-inch LCD monitor, could you go back to a fifteen-inch CRT? If your laptop bit the dust, would you whip out your old computer without missing a beat? Fat chance—you’re far more likely to use your warranty coverage, or buy a replacement, than bring one of those has-beens back into service. From now on, whenever you upgrade such an item, donate the old one—better to let someone else
use
it, than let it waste away on the sidelines.

Apply the One In-One Out rule to the little stuff as well; the fact that something is small doesn’t justify having multiples of it. How many staplers, rulers, tape dispensers, pencil sharpeners, and pairs of scissors do you have? If the answer is more than one, it’s too many! Things like staplers don’t need understudies; in the rare case they fail, they can be replaced cheaply and easily. Don’t devote valuable space to storing backups. Ditch the duplicates, and when you bring home a better, newer, or shinier version of something you already have, send the old one on its way. (If the new one is simply an advertising gimmick—like a pen or ruler with a corporate logo—don’t bring it home at all.)

The One In-One Out rule will also keep your paperwork in check. When you file a new bill or statement, throw the oldest on record away (assuming you don’t need it for tax, financial, or legal purposes). In other words, if you keep a year’s worth of utility bills, toss last June’s when you receive this June’s. When you file away that new article on real estate investing, get rid of an old, outdated one. In fact, for every piece of paper you put into a folder, challenge yourself to remove another. This method keeps your files fresh, and reduces the need to purge them later on. Do the same for magazines, newspapers, and catalogs; as soon as the new issue arrives, put the old one in the recycling bin.

To have a truly minimalist office, narrow down your supplies to the bare essentials. If you mail only ten envelopes a year, for instance, you don’t need five hundred on hand. If you rarely require a rubber band, eliminate the stash in your desk drawer. If you do most of your work electronically, consider culling your pens.

In this day and age, there’s little need to stock up—let the big box stationers store your office supplies for you. Almost anything you require can be readily obtained at your local store or on the Internet; online orders from major retailers are commonly delivered free of charge the following day. It’s like having a giant, on-demand, off-site supply closet! Find your own comfort level; if you feel you can’t function without a five-year supply of paper, printer cartridges, or sticky notes, so be it. But if your space is tight, your storage sparse, or you simply enjoy sitting at a clear, empty desk, know that you probably
can
get by with less. At the very least, it’s a fun experiment—and the earth won’t stop spinning if you run short on paperclips.

With a little creativity, you can also narrow down your office equipment. Instead of having a fax machine, sign up for an online fax service and send documents straight from your computer. Consider dropping your landline in favor of your cell phone, and using voice mail instead of an answering machine. Make your laptop your primary computer, and ditch the separate desktop. Choose multi-functional devices—such as a printer that also scans and photocopies—instead of owning (and finding space for) three separate machines. Have a blast figuring out how to get the job done with the least amount of equipment!