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Organizing for a better bottom line
Q: My workspace is disorganized, and sometimes I don't work as efficiently and effectively as I could. In other words, my focus isn't exactly razor sharp and I'm afraid it could affect my bottom line. Any advice?
A: A disorganized workspace breeds disorganized thoughts. That's why you're losing focus. Here are some quick tips for you:
- Clear off the surface of your desk
At any one moment, you're working on one project or task. That's the only thing that should be sitting on your desk — besides a pen and possibly a lamp. When your desk is clear, you're not going to be distracted by business magazines, loose papers and unread mail. - Store projects until you're ready for them
Projects you're working on should be kept in file folders or pocket folders and stored in a binder or portable file box until you're ready to work on them. Afraid you'll forget where they are? Make a list of your current projects along with their storage location and keep this list on yourbulletin board. - File daily
The second you receive a sheet of paper that needs to be filed, do so immediately. Or at minimum, put that paper in a "To Be Filed" tray and file at the end of each day. If you allow the filing to go unattended to for more than one day, you're going to end up with piles of papers which causes a stressful, chaotic environment. - Fix things that are a hassle
Take a look at your office set up and determine what's bothering you. For instance, maybe you have to get up and walk across your office every time you need to fax something. Or maybe your chair isn't comfortable. Or perhaps your lighting is too dim. Don't ignore these annoyances. Take care of them as soon as possible, so you can focus on your work. - Be realistic with your reading goals
Do you have business magazines and articles piled up all over the place? Most business people are overambitious with their reading goals. Use magazine holders to keep recent magazines organized, keep a limited amount of articles to be read in a basket or file folder, and then schedule at least 15 minutes of reading time each day. Weed out reading material weekly as you're done reading it. Or, if it's truly necessary, to keep and file away. - Keep the things you use most often close to you
Do you have to walk across the room every time you want to look at the phone book? Do you have to stretch pretty far just to reach the phone when it rings? The rule of thumb is, the more often you use it, the closer it should be stored to you. - Clear off your visitor chair
Stacks of papers and magazines do not belong on top of your visitor chair. That chair should only be used for what it was intended — people visiting for meetings or appointments. While you're at it, clear off your credenza surface too. One or two attractive plants looks a lot better than tons of papers, computer disks and so on. - Clear your bulletin board
Old phone lists, ancient memos, letters that are outdated, old business cards, phone numbers and other unnecessary items should not be cluttering your bulletin board. Transfer any necessary information to your "to–do" list, Rolodex, etc. and toss all of these papers away. The less cluttered your bulletin board, the less chaotic your office will look. - Organize your software
CDs and disks should be organized and stored in holders — not just tossed here and there throughout your office. While you're at it, install some shelving on your walls if possible and store computer manuals on them to save space in your office. - Keep it hidden
What is currently stored out in the open in your office? The more things you have out in the open, the more cluttered your office is going to look. For instance, you might consider getting a cabinet with doors to hide loose office supplies. Or, hang a few hooks on the back of your door to hold coats, hats and umbrellas. - Make it more comfy
If you have the luxury of being able to do what you'd like with your office, make it as comfortable as possible. Give the walls a fresh coat of paint. Make visitor chairs or sofas comfy with a few decorative pillow. Add a nice lamp with comforting lighting. Hang a favorite piece of artwork on the walls. The more comfortable you make your office, the more you'll want to be there — and the more productive you will be.
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