Ask The Expert
Q What are some "rules of thumb" when organizing my workspace?
Expert: Nancy A. Shearer
A Whether you work in a corporate office or a home office, the first step is to get organized and cleaned up. Take an afternoon and clean, recycle, shred, vacuum and stack the piles of paperwork. Sort paperwork into categories: "Immediate Attention," "To do," and "Toss." Don't go into the details of each piece of paper, but clear the slate so you see the workspace with a fresh perspective.
Second, assess the space. What works for you? What are the problem areas? Does the current layout work? What would your ideal space look and feel like? Write it down so you can reflect back to your goals.
One common mistake people make is the placement of their desk. Ideally, you want to face people coming in the door. Too often, people want to "look out the window" and end up with their back to the door.
Try laying out your space on graph paper. Then, with blue painters tape, lay out the new design on the floor. Pretend your desk is located in this new arrangement. Sit in a chair at your imagined layout. Observe how this works and feels.
Third, consider how your desktop works for your work style. Do you love a tidy space or thrive on the creative chaos of things spread all over? Does a closed file cabinet make you worry you'll never see or find important papers again? Consider using vertical space. It is often overlooked in an office space, yet it can accommodate papers without hiding them away. A magazine holder can easily serve as an In Box/File system to corral papers covering your horizontal space. Bookshelves and vertical file holders also are helpful.
Independent consultants, sales people and realtors often collect receipts and business cards. Look for products that scan, read and organize these important but small papers so that they are not lost or squirreled away in drawers, boxes, and envelopes.
Fourth, don't neglect your body. Lighting and the overall ergonomics of keyboard, desk height, etc. are important considerations. Review www.bayareaergo.com for specific recommendations and resources.
Finally, once you have made changes, walk out and re-enter your office. What are the first things you see? If it's your overflowing inbox, rearrange the area so that as you enter, your eyes focus on something that makes you feel good—a healthy plant, a family photo, or an award honoring achievement. Given the amount of time spent in our workspaces, it's important to feel good entering the office—and results in a more enjoyable and productive experience as we achieve our goals.
Nancy A. Shearer, a professional organizational consultant, is co-owner of Simple Solutions with Style! She is a member of National Association of Professional Organizers in the Santa Clara Valley, California. Phone: 408-781-5736.
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