The farm office, the all-important room in the home which can help a farm grow from productive to progressive.

The person that manages the farm office varies from home to home but from talking to many readers, it is often the woman in the house that takes on this responsibility.

It isn’t always the easiest office to manage however, especially when there are multiple people working on the farm, passing through at all hours with documentation often stacking up quickly, especially at busy times of the year.

As the autumn evenings arrive and life on the fields gets a little quieter, now is the time to tackle the farm office and put it back in order once and for all.

Decluttering demand

To help our readers take on this task – which for some might be mammoth and for others might be minor – is Vera Keohane from Cork.

Vera is Ireland’s first Konmari consultant trained by the Japanese organisation guru herself Marie Kondo. Kondo focuses on how to rid your life of clutter and have time for the things that matter most.

Her Netflix series Tidying up with Marie Kondo is quality TV where she helps people transform their lives from clutter and chaos to clean and calm.

Vera Keohane and Marie Kondo.

Since Vera became a Kondo consultant, she has been in big demand, assisting people to restore order to their homes and lives by decluttering and organising.

When tackling the farm office, Vera says, the first thing to do is put time aside. “Pick a full day that suits everyone that is any way involved in the farm office, whether that’s your partner, children or a farm worker.

Mark it as an important date in the calendar. By getting everyone involved, it not only means sharing the workload, it ensures everyone will be part of the new system allowing for the long-term management of the farm office.”

D-Day

When organisation day arrives, Vera says, things need to get a lot worse before they get better. “Start gathering every piece of paper related to the running of the farm - whether that’s vet bills, insurance documents, milk dockets etc.

“You may need to venture beyond the farm office to the kitchen table, the jeep or the sheds, anywhere stacks of paper tend to build up around your farm.

"Also, pull everything out of filing cabinets and drawers. You want to get rid of any old documents that you no longer need in order to clear space for current and future documents that will be organised for easy access.

"Remember that farming documentation needs to be kept for seven years and a huge amount of department documentation is now stored online.

"So obviously, be mindful and careful of important documents but also don’t be afraid to be a little ruthless where appropriate.”

Farm office adjacent to the parlour at David Lilburn's farm in Dromore, Co Down, for the National Farmyard Awards 2017.

“Then it’s time to start making piles. One for rubbish, one for recycling and another for filing. A helpful way to decide whether it’s going to be filed is by asking, ‘Is this piece of paper serving a purpose?’ If not, bin it. Once you have decided whether it is staying or going, start to create mini piles for filing, for example, bank statements, vet bills, farm safety documents, department documents, insurance etc.

"Essentially, every single piece of paper needs to be picked up and a decision made on whether it stays or goes, and if so, where it goes.”

Keep going

So picture yourself, sitting there amongst piles and piles of paper. You’re a few hours in and the enthusiasm is starting to wane.

The task may seem all consuming but Vera says: “Take mini breaks. A cup of coffee or a bit of lunch will give you an energy lift but whatever you do, don’t walk away at this crucial stage. It will require far more effort to come back and get back into the groove.

Once the day is finished and everything is put away, you will have a great feeling of satisfaction

“Also, you have a system established at this stage and you’ll gain more and more momentum as you progress and the pile of papers starts to lessen.

"That’s why you need to put aside a full day and not be distracted by having to repair fences or do the weekly shop. Once the day is finished and everything is put away, you will have a great feeling of satisfaction.”

Once everything is organised, this is the perfect time to put a system in place for the future, to ensure you avoid a big job like this again. “Think of it like a garden,” says Vera.

“You get a big landscaping job done and it’s in perfect condition but you still need to do little jobs like weeding and cutting the grass to keep it in order. A farm office is the same. Ensure your filing cabinet is clearly labelled with plenty of space for the future.

"Then purchase a filing tray for the office desk. Ensure this filing tray isn’t too big but nominate it as the destination where all documents need to go as soon as they come into the farm. Then, once a week, take a few minutes to clear that tray and file the documents away.

Documents can be stored in their appropriate folder which makes it far easier to transfer to the big filing system weekly

“Another good buy is a clipboard for whoever collects documents when out and about. So when you’re at the merchants yard and you pick up the invoice, it goes straight onto the clipboard and the clipboard comes into the office every evening. Alternatively, a filing accordion is also handy for the farm jeep.

“Documents can be stored in their appropriate folder which makes it far easier to transfer to the big filing system weekly.

"A good tip is to have dedicated boxes for all receipts for tax returns. Make it common practise for everyone on the farm that receipts automatically go there so the tax return is a much easier job at the end of the year.

"A shredder is also a must, as well as a farm diary to track jobs that are done and what needs to be done.”

Change in mindset

All this may require a change in mindset by everyone working on the farm, but for whoever runs the farm office, it makes their life a lot easier and organised.

Vera says: “An important mantra is the OHIO system: only handle it once. Decide ‘Is this piece of paper for recycling or for filing?’ Act straight away so you don’t waste time picking up the same document and putting it down time and time again.”

Finally, Vera says achieving the long-term organisation of the farm office is made easier if the space is an attractive place to be.

Little changes can also make a big difference

“Now that things are in order, make it a welcoming space. Of course, making a few purchases like nice lighting, a new desk or swapping the old rusty filing cabinet for a modern one will make a big difference.

"But if you don’t have the budget, little changes can also make a big difference. Proudly display any awards or accolades that the farm has won.

"Add a family photograph or a plant to the shelf, a nice blanket for the colder evenings or even some farming collector items. Open the windows and let in some natural light and create a space that is to be enjoyed rather than to be avoided.”