How to Organize Your Work Space

Organize your work space to encourage maximum productivity.

Difficulty:

Moderately Easy

Instructions

Things You'll Need

• Fax Machines
• Printers
• Computer Desks
• File Cabinets
• Wall Calendars
• File Folders
• Highlighter Pens
• Office Supplies
• Computers

1. Place your computer monitor directly in front of you if you want to discourage people from interrupting your work.

2. Position your desk so that you can see people who approach your door.

3. Avoid leaving spare chairs around your desk to minimize distractions.

4. Keep important papers or equipment within reach. Your phone, computer, filing cabinet, fax machine and printer should be within reach if you use them frequently.

5. Post a calendar and clock close by. Try using a large calendar that can be posted on your wall and written on with dry erase markers.

6. Have papers and materials for only the task at hand on your desk.

7. Establish a filing system, keeping current files in your deep desk drawer or a filing cabinet within reaching distance of your desk. Store papers you need only periodically somewhere else.

8. Label file names clearly, and try color-coding your folders for better organization. File alphabetically.

9. Set up an inbox and outbox ' one to receive incoming papers and another to hold assignments you've completed before forwarding them to the appropriate person.

10. Read incoming paperwork with a highlighter in hand, marking important deadlines or phone numbers. Deal with urgent papers immediately, set aside those that aren't urgent, and throw away the ones that aren't important.

11. Tidy your desk space at the end of the day, noting what you need to work on tomorrow.

Tips & Warnings

• Give computer documents logical names for faster recall.

• Try buying an organizer to keep your pens, rulers, scissors, glue, tape, stapler and other supplies organized.

• Regularly review your filing cabinets, desk and computer hard drive to throw out old materials. You can probably discard old materials if you haven't looked at them for at least a year. Financial records like income tax papers should be kept for seven years.

• Replace things in the same place, every time.

• Sticky notes often fall off or get lost.

• Avoid stacking papers on your desk ' you will inevitably misplace important documents.