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.

Who Can Help:

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[zemzem82]

on 1/25/2009 man I have so many problems with my workspace. its hardcore messy. great article- zemzem.ecrater.com

on 3/21/2006 I'm on the run most of the day, so I carry a notebook to jot down requests and tasks. If the task is done, I put a line through the item, but if it's not finished I put a paperclip at that spot. It's easy to check the paperclips to follow up on any outstanding items.

on 11/22/2005 I have colored folders in my desk drawer. Red is must be done today, orange is tomorrow or next day, and so on. At the end of the day I go through them and make sure everything in the red is out of there.

on 11/22/2005 Eliminate writing notes on stray peices of paper. Use the sticky notes in Outlook and post notes on your desktop, instead .

on 11/22/2005 Organize your bulletin board and place it above a mutual office spot (ie, copy machine: everyone goes there at one time). Make headers like FYI - GOOD THINGS - MEMOS - EVENTS etc. This way everyone gets to read them.