Five Easy Steps to Maximize Your Workspace

Monday's are usually the day I post Monday's Office, but today I thought I would share with you the insight of someone who knows a thing or two about creating a more efficient and productive work environment.  Please join me in welcoming my guest Kenneth McCall, as he gives us helpful hints, tips, and ideas we can all use in our work spaces!

 

No matter how large your workspace is, there never seems to be quite enough room to properly store and organize your work materials. Even worse, taking on the project to improve the situation can be overwhelming. There is no doubt that organizing the personal or professional office space will be on many New Year's resolution lists. Sadly, procrastination will leave many of these lofty goals unfulfilled...yet again!

Don't worry. Help has arrived! You really can improve your workspace if you put your mind to it. The best approach is to break down the project into several tasks. Be sure to set aside some time outside of your normal work hours for this project. Here is a blueprint to get you started.

1. De-Clutter: The first step is to remove everything from the office or cubicle that you simply don't need or use. This should include both work items and personal items. I know it's hard to get rid of stuff, but you really don't need two staplers, three years of your child's artwork or that framed Certificate of Achievement for learning to use the new copy machine! Be sure to take this opportunity to thoroughly clean the freshly exposed work surfaces that have been accumulating dust and grime for years.
2. Digitize: If you have hard copies of documents in addition to soft copies on your computer, toss the hard copy! If you only have hard copies, consider scanning these and storing them on your computer. Be sure to organize your computer files so that you can easily find these documents.
3. Furniture & Fixtures: Now that you can visualize your remaining workspace and storage requirements, take a close look at your office furniture. What is your biggest problem? Do you need more desktop space, storage space, room for a guest chair, etc.? If this is a home office, there is almost no limit to furniture choices available to resolve your problems. If you work in a cubicle at the office, ask your administrator for some help. You'd be surprised how accommodating they can be, especially if ergonomic issues are involved. Below are a few tips:
• Many furniture outlets and websites now offer affordable office furniture in a wide array of efficient configurations. Be sure to consider durability if the furniture will get a lot of use. You get what you pay for!
• If you need more durable furniture on a budget, there are creative ways to achieve this. For example, an old door can be placed on two low filing cabinets to create a large, strong and functional desktop. Wood storage cubes can be used for books and materials. Garage sale finds such as armoires can easily be converted to efficient storage.
• Cubicle manufacturers now offer a multitude of accessories to meet your needs. In addition to the standard file cabinets, desktops and binder bins, many manufacturers now offer hooks for your coat, shelves, storage cabinets, trays, lighting, sliding doors, etc.
• Get your "desktop" computer off your desktop! These are best stored under the desk. If you don't want to put it directly on the floor, you can purchase fixtures to facilitate this. Use a clamp-on arm to hold your flat panel monitor. Use a keyboard tray under your desktop. Untangle the computer cords and tie them up neatly.
• Use tall book cases and cabinets to get the most storage from your small space. You can also add shelves high on the wall to store less frequently used items.
• Evaluate your lighting options. Use hanging or clamp-on lights to maximize desk top space. If you are stuck with harsh white fluorescent lights, consider buying fluorescent bulbs with a more pleasant light spectrum. You can also purchase sleeves for the bulbs to adjust their brightness.
4. Organize and Prioritize: Divide the remaining work materials into two groups. The first group includes items that you use every day. The second group is less frequently needed. Concentrate on storing the everyday items within easy reach of your normal seat location. Store the other items in less convenient areas. Purchase containers, desktop file holders, trays, etc. to optimize storage efficiency.

5. Personalize: OK...now that you have the essentials out of the way, it's time to add back some personal items for comfort and fun. A small plant, family photos, artwork, etc. are all fair game when used in moderation. Be selective! If you are into Feng Shui, you may even consider adding a small mirror in a strategic location.

By following these simple steps, you will find that your productivity will soar. Best of all, these improvements will make you feel better and greatly reduce your stress level. Even your co-workers will thank you for that. Good Luck!

Kenneth McCall loves boats, bikes, and water-skis. When not engaged in outdoor activities he is a managing partner for storage.com, building systems and tools for homeowners and businesses needing self-storage in many cities in Maryland, including listings for storage units in Glen Burnie.

Make it AMAZING!

Rhonda