How to Never Lose a Thing Again

Recently I posted my new twist on the excellent GTD system, Zen To Done (ZTD): The Ultimate Simple Productivity System. This is the sixth in a series of posts exploring each of the 10 Habits

This is one of the oldest organizing truisms around, but it is probably the most important of all: a place for everything, and everything in its place.

Why is it so popular? Because it works. Read below to find out how to form this habit and never lose a thing again.

ZTD Habit 6: organize — a place for everything.

Are there papers scattered all over your desk? Do you look for your car keys every day? Do you know, at this moment, where every single thing in your life is?

Your life can be completely organized with one single rule: put everything in its home. It’s a habit I’m trying to teach to my kids, so I don’t have to keep picking up after them all the time, and because it’s one of the most useful habits I’ve ever formed.

Here’s how to do it:

Have a system. Put all incoming papers in your inbox (at work and home). Process that inbox, either doing the tasks, putting them on a to-do list (and in an action folder), filing them, forwarding them, or trashing them. With this system, there’s never any question as to what to do — you’ve got a limited set of options.
Find a home: If you’re about to put something down on your countertop, or table, or desk, or toss it on your couch or bed, think about this: is that where it belongs? Where is it’s home? If it doesn’t already have a home, find one. Designate a spot for that item or type of item. Car keys? Have one place where you put the keys, all the time. Dirty clothes? They don’t go on your bed. Handcuffs? Put them in that special box in your closet marked “Taxes”.
Simple filing system: Once you’ve processed papers out of your inbox, you’ll need a place to put them if you need to reference them later. Don’t have a bunch of files stacked somewhere — create a simple filing system (alphabetical is easiest, although you could sort by hexadecimal instead if you’re a geek). Always have blank labels and folders on hand so you can quickly make a new file if needed, and don’t be afraid to make new files. Never have a Miscellaneous file. You might as well call it the Procrastination file.
Put it away immediately. Yes, I know, you were going to put it away later. It’s just sitting there until you can get to it. Well, after awhile, “later” creates piles and messes. Don’t wait until later. Do it now!
Make it a habit. Putting things where they belong is not something that’s going to happen overnight. You’ll forget, or get lazy. To really make it stick, you need to focus on that habit for 30 days. Do a 30-day challenge, concentrating your energy on it until it becomes automatic.
Pay attention to transitions. The time between when you’re doing one thing and when you’re doing the next thing is a transition. This is the time when you should put stuff away where it belongs and clean up your mess, but it’s also a time when we’re not thinking about that stuff and only thinking about what we’re going to do next (or the next episode of Gilmore Girls). While you’re working on your Everything In Its Place habit, pay close attention to transitions. Awareness of these transitions will make it easier to remember to put things away.
Keep flat surfaces clear. Never toss something on a countertop, table, desktop, bed, dresser top, coffee table, or the floor. If you do, catch yourself, and find another home for it. In fact, while you’re at it, clear off all these flat surfaces, tossing half the stuff and finding homes for the rest. Ahhh! Isn’t that nice? Who knew there was a desk under there?
Label. These are the organizer’s best friend. Have a label maker on hand, or at least some blank labels, and label containers or boxes, so you know the home of everything. I tried labeling my wife and kids but they didn’t take well to it.
Evaluate. Every now and then, it’s good to review your organization of everything. Sometimes, it doesn’t make sense to have something in one room when you usually use it in another. Sometimes, it’s good to get three pairs of scissors if you use them frequently in three different rooms. Sometimes you need to declutter or re-organize a drawer or closet. Revisiting these things periodically will help keep things together.

If you ever lose a thing again, go back to the above tips, and work on them some more. If you never lose a thing again, think about how much time and money you’ve saved. If that happens, feel free to send me a check.

See also:

How to Never Lose a Thing Again

Recently I posted my new twist on the excellent GTD system, Zen To Done (ZTD): The Ultimate Simple Productivity System. This is the sixth in a series of posts exploring each of the 10 Habits

This is one of the oldest organizing truisms around, but it is probably the most important of all: a place for everything, and everything in its place.

Why is it so popular? Because it works. Read below to find out how to form this habit and never lose a thing again.

ZTD Habit 6: organize — a place for everything.

Are there papers scattered all over your desk? Do you look for your car keys every day? Do you know, at this moment, where every single thing in your life is?

Here’s how to do it:

Have a system. Put all incoming papers in your inbox (at work and home). Process that inbox, either doing the tasks, putting them on a to-do list (and in an action folder), filing them, forwarding them, or trashing them. With this system, there’s never any question as to what to do — you’ve got a limited set of options.
Find a home: If you’re about to put something down on your countertop, or table, or desk, or toss it on your couch or bed, think about this: is that where it belongs? Where is it’s home? If it doesn’t already have a home, find one. Designate a spot for that item or type of item. Car keys? Have one place where you put the keys, all the time. Dirty clothes? They don’t go on your bed. Handcuffs? Put them in that special box in your closet marked “Taxes”.
Simple filing system: Once you’ve processed papers out of your inbox, you’ll need a place to put them if you need to reference them later. Don’t have a bunch of files stacked somewhere — create a simple filing system (alphabetical is easiest, although you could sort by hexadecimal instead if you’re a geek). Always have blank labels and folders on hand so you can quickly make a new file if needed, and don’t be afraid to make new files. Never have a Miscellaneous file. You might as well call it the Procrastination file.
Put it away immediately. Yes, I know, you were going to put it away later. It’s just sitting there until you can get to it. Well, after awhile, “later” creates piles and messes. Don’t wait until later. Do it now!
Make it a habit. Putting things where they belong is not something that’s going to happen overnight. You’ll forget, or get lazy. To really make it stick, you need to focus on that habit for 30 days. Do a 30-day challenge, concentrating your energy on it until it becomes automatic.
Pay attention to transitions. The time between when you’re doing one thing and when you’re doing the next thing is a transition. This is the time when you should put stuff away where it belongs and clean up your mess, but it’s also a time when we’re not thinking about that stuff and only thinking about what we’re going to do next (or the next episode of Gilmore Girls). While you’re working on your Everything In Its Place habit, pay close attention to transitions. Awareness of these transitions will make it easier to remember to put things away.
Keep flat surfaces clear. Never toss something on a countertop, table, desktop, bed, dresser top, coffee table, or the floor. If you do, catch yourself, and find another home for it. In fact, while you’re at it, clear off all these flat surfaces, tossing half the stuff and finding homes for the rest. Ahhh! Isn’t that nice? Who knew there was a desk under there?
Label. These are the organizer’s best friend. Have a label maker on hand, or at least some blank labels, and label containers or boxes, so you know the home of everything. I tried labeling my wife and kids but they didn’t take well to it.
Evaluate. Every now and then, it’s good to review your organization of everything. Sometimes, it doesn’t make sense to have something in one room when you usually use it in another. Sometimes, it’s good to get three pairs of scissors if you use them frequently in three different rooms. Sometimes you need to declutter or re-organize a drawer or closet. Revisiting these things periodically will help keep things together.

See also:

Posted on 4 May 2007 in Productivity & Organization, ZTD |
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Comments (18)

Rob Says:

May 4th, 2007, 8:34 am

A little trick I found for labelling:

I realized that I wouldn’t label/file anything because I couldn’t convince myself that I had the right label in mind and making a formal label seemed too permanent (yeah I know, perfectionism and avoidance).

So instead of anything permanent, I grab a stickie and my sharpie and write a quick label on the backside of the stickie. Then I stick the stickie on the front inside of the hanging folder - instant label and if I change my mind, I can rip it off and throw it away without any guilt. Afterall, it’s only a stickie.

Good luck,
Rob

Leo Says:

May 4th, 2007, 8:40 am

Cool tip, Rob! Thanks for sharing that. As for myself, I never worry about labeling — I can always put another over the old one.

Brad Fettes Says:

May 4th, 2007, 14:15 pm

Reminds me of the get out of debt program: “Dont buy things you cant afford.” It’s something that’s always been so obvious to me but most people dont seem to have a clue about. I’ve lived with people over the years who just drop somethign when they’re done with it, then it stays there until I put it away or toss it out. Drives me nuts!

I work for myself, one of the biggest problems is keeping organized. I have the standard in/out box, the accouts payable/recievable box, I even constructed a deposit box for my receipts since I always have so many, I was tired of them lying around causing clutter.

PENIX Says:

May 4th, 2007, 14:37 pm

I never lose anything. I just shove everything off the table in to one big box and put it in the closet. If I ever can’t find something, I know it’s in the box.

Plus6 Says:

May 4th, 2007, 14:40 pm

Great tips. I am pretty good about not losing things, but a little organization would not hurt.

Leo Says:

May 4th, 2007, 14:49 pm

Thanks for the comments, guys! PENIX, it sounds like you’re following the same system I recommend — your home for everything is in the box. :)

shawna Says:

May 4th, 2007, 16:41 pm

Is that your desk? Cause I thought I was the only person that accumulated that many pens and pencils! :)

Leo Says:

May 4th, 2007, 19:09 pm

Hi shawna … lol … no, that’s not my desk. I actually only have 2-3 pens that I’ve learned never to lose by putting them in the same place all the time. Unless a co-worker steals them!

Jess Robinson Says:

May 5th, 2007, 4:27 am

Hi Leo,

While this sounds like the perfect solution, how do you solve it for multiple people? What of my idea of a home for some object differs from his? What then? This is the thing that constantly plagues me.. Aldo both partners have try and be organised together, else I’m just constantly tidying and he’s just making a mess (or vice versa).

Jess

Leo Says:

May 5th, 2007, 4:50 am

Hi Jess … there’s really no good answer to this. You can’t force someone to change. However, good communication and encouragement (not negative comments) could lead to change. Here’s my suggestions:

1) First set an example yourself. And explain what you’re doing — not in a holier-than-thou way, but simply tell him what you’re trying to do and why. Show that it’s a positive change, and how it helps you.

2) Be patient. After awhile, your example might inspire him. If so, help him to make the same changes you have.

3) If not, you could have a conversation about working as a team to keep the house organized and clean. Don’t nag or be negative. Remain positive and encouraging, and ask if he’d be willing to help you out. Sometimes people are more than willing to work with you. This applies not only to spouses and roommates but co-workers and others. Remember, focus on working as a team.

4) When the house is clean and organized, point it out to him and tell him how good it makes you feel. Sometimes that will help him realize that this is something that makes you happy. Remember: don’t put him on the defensive! This will cause resentment.

PoV Says:

May 11th, 2007, 8:23 am

“Bringing order out of chaos can require a little disorder.”

Allie Says:

May 19th, 2007, 11:55 am

This site is one of my daily stops, so thanks, Leo and community. This title intrigued me and I am hoping the community mind can help.

During a botched surgical procedure, I suffered “minimal brain damage”. Minimal to them, maybe….Since that time, objects disappear out of my hand…of course I’ve put them down somewhere, but the mental perception is that it just vanished. Couple that with a tendency to NOT be in the present moment, and being a perfectionist-avoidance queen and you have organizational madness. I have taken to keeping things spread out on any flat surface available so I can see them.

Does anyone have any hacks to help the challenged implement the above good ideas? Some “Keeping Up With Your Stuff For Dummies” hacks would help tremendously….by the way, have you seen my remote?

Many thanks!

tara Says:

October 5th, 2007, 10:08 am

Handcuffs? Put them in that special box in your closet marked “Taxes”.

lol.

this is one i can definitely work on. thanks!

Dave Says:

October 7th, 2007, 1:32 am

Forget about filing anything! I just scan in my receipts and upload them to a secure and free website, http://www.FileMyReceipt.com which stores all my receipts and all the stores except exact copies of receipts! so when I buy something, i just scan, upload to filemyreceipt.com and then throw away my receipts. No more paper!!

Rabid Bibliophile Says:

October 24th, 2007, 14:29 pm

For the person who LITERALLY can forget where something landed when it left your hand…. First, I’m in a similar place, but from birth. It’s a processing disorder of some kind, and that usually means very expensive therapy MIGHT help– check with your insurance company about occupational therapy, and explain the situation very clearly to the therapist. The ones I’ve dealt with have been VERY honest about the relative (long term) value of therapy versus the cost, especially when most of it ends up being out of pocket.

But for the important things- day to day, where did I leave my keys, my cell phone, the pen I just had, I can offer a few tips.

1- I bought a purse with TONS of pockets. I sat down and either marked inside the flap or by using a different zipper pull for EACH pocket. Then I made a list. Cell phone goes in the front left pocket, easily identified by a flag pin. The default places for wallet, checkbook, atm card, et cetera are all decided and WRITTEN DOWN. After a few weeks of checking the list to remember where to put them, it became not a visual memory, but a MUSCLE memory. If my celll phone rings, I reach for the ‘flag pocket’. The written list is to help hubby and teenage kids remember NOT to just put things in ANY pocket of the purse.

Try doing the same thing with a messenger bag or briefcase. Suit it to your own needs, especially if the writer is male; messenger/laptop bags basically do the same job as the ubiquitous ‘purse’. If you can’t decide what to buy to store your stuff, lay out everything you need to carry with you on a regular basis and TAKE A PICTURE. Being able to look at an inventory will help you decide which bag will do the job best. If it’s a laptop bag, BE SURE to note your laptop’s measurements ON the picture, because I can guarantee it’s easier than trying to remember to take the laptop with you to size against said bag!

2- Keep a ‘dump book’ for every little thing you might need to make a note of. For me it’s just plain printer paper in my half-size day planner; the point is to have a place to jot down ‘Put my phone on the charger at 9am.’ Post it notes are HORRIBLE for this! It’s MUCH easier to write down these little snippets of totally OBVIOUS-to-everyone-ELSE details on one sheet of paper and then TOSS the sheet out at the end of the day. As I’ve used the system, it’s slowly become a shorter list. Consider the success of being able to remember where you put the cordless phone down after making a note of it every day for a month as major progress. (No, I’m not teasing; I’ve actually had to call hubby at work to find out where I put my hairbrush when he interrupted me that morning. I know whereof I speak.)

I adore carabiner clips for this reason! I use one to attach a simple spiral note pad to my usual work corkboard, simply by hooking the carabiner through the hole at the top. Which, inevitably, leads to ‘where do I keep the spiral pad’ in easy reach but off my work space?

3- You’re on the right track with “putting things in sight” but your’e also on the wrong *level*– Find several places to mount cork boards, or sticky hooks (3M makes a great variety of sizes). I mounted a pencil cup TO the wall beside a custom-cut square of bath board (for dry erase purposes) on the wall right beside our front door. Why? Because the cup on the end table kept getting moved by the kids, and thus the dry erase pens got lost! If you have some odd-shaped items that look interesting, try tracing around them with decorative paper you like. Hubby is fond of black and silver, so I traced around his keys onto a harlequin-diamond paper, and glued the shape to the cork board mounted beside his desk. That way, one look not only tells him THAT there’s an empty hook, but reminds him of what SHAPE it is.

I can’t use the slanted file baskets that mount to the wall– impact hazard from falling, and they’re expensive to replace, so I use *oversized* manila envelopes mounted at the bottom edge of the cork boards. Hubby uses a letter tray on his desk for *magazines* as they arrive in the mail, and when the tray gets full it’s time to donate or recycle the old ones.

If you’re a perfectionist or avoiding things, try starting small. Don’t try to do the WHOLE DESK, ever, LOL. Work on ONE spot. Work on ONE type of paper and set a time limit. I’ll be the first to admit that it took about a month to sell hubby on the idea of putting a 1′ square cork board next to his desk specifically as a favor to me. Then I took a week or so to pick out decorative papers I knew he’d like and made shadows of the items he transitions out of his messenger bag on a regular basis. He tried this all as a way to ‘buddy up’ with me, because I can tell you he seldom misplaces anything!

Martha Stuart doesn’t have to live with the extra frustrations we do, so don’t let HER decide how to decorate for you!