One of the key elements of a well-organized office is space optimization. To achieve this, look at your space (desk, walls, file cabinets, storage units, even the floor) from a fresh perspective.
Just as with real estate, "location, location, location" is key in office organization. The things you use most often get the best real estate--close to you and where you use them. Picture a dartboard--the bull's-eye represents your desk and the items you use most often. The next ring represents less frequently used items; the next ring, even less often used items, etc.
Combine this idea with one of the most basic principles of organizing--having a "home" for everything. That way you'll always know where to find things and where to put them away. Choose a place that makes sense to you, not necessarily where someone else would put them.
Remember in kindergarten when you learned to keep like things together? The same applies to your office. Here are some guidelines to consider when sitting at your desk or "command center":
Place all frequently used supplies in, on, or close to your desk. For example, if you use your stapler daily, place it within easy reach while seated at your desk.
Keep items used once or twice a week at arm's length. For example, if you refer to a manual to look up a code or procedure, keep it where you can easily access it by simply reaching for it or spinning your chair around to get it.
Store items used only once or twice a month inside your office or cubicle, but outside your "reachable zone."
Put supplies used less frequently (refills of paper clips, pens, paper, etc.) in an office supply cabinet down the hall.
Think vertically! Use your wall space to help keep your desk clear. It doesn't matter if you have office walls or cubicle walls; there are plenty of products on the market to help you stay organized.
Bulletin or magnetic boards are great for hanging frequently referenced items (phone extensions, zip codes, calendar, etc.).
Walls are an excellent place to post department or company goals, mission statements, or sales charts.
File holders that attach to the wall or hang over a cubicle are a great way to keep frequently used files or current projects within close reach.
Think of your desk as a "processing center." What comes in must be dealt with and sent on its way. Many people mistakenly think of their inbox as a holding tank when actually it's to be used for receiving items, not storing them. Try to empty your inbox at least once a day.
Take a step back from your desk and look around your space to see if you are applying these principles of organization. If not, make adjustments where you can; and then enjoy the extra 'breathing room" you've just created.
Let us know about the improvements you make in your space by commenting on our blog. We'd love to see before and after pictures too, so please send them to us!
Studies have found that those most successful at following through can actually FEEL consequences. People with great follow through also tend to worry or feel anxious. These people seem to have a more intimate connection to the feelings associated with negative outcomes and therefore will be more likely to avoid them. I'm not suggesting you should believe the sky is falling, but I am suggesting you create a motivation that you can literally feel - good or bad. For example, I previously shared that I have to shred a $20 bill if I don't complete the sometimes unpleasant "tasks" I commit to do weekly with my accountability partner. This works well for me because visualizing $20 being shred is something I can physically feel. I get a sense that an invisible force is pushing on my gut when I think about shredding $20--an uncomfortable feeling I want to avoid, so I always make my commitment. If you apply this technique to the things you want to accomplish, these feelings can help propel you to take action. What will do it for you? Will $20 work or do you need $100 or more? Maybe it's something else such as having to scrub your brother's toilet or washing everyone's dishes in the office break room for a week. Some people respond better to positive rewards. Would the promise of an hour-long massage entice you into action? Perhaps treating yourself to a great dinner would work. Whatever you choose, just remember you have to feel the consequence of following through or not in order for this to work. Then of course, you actually have to commit to paying the price (maybe literally) if you don't follow through on your intention.
Be creative and come up with something you can really feel -- positive or negative, and then inspire others by sharing your ideas with us on our blog. Many thanks to Steve Levinson, Ph.D., and Pete Greider, M.Ed., authors of Following Through for writing an amazing book and allowing me to share this information.
