GON Reader
Question
How to Set Up/Organize a Work Area/Office
How do I set up/organize my work area/office? I'm inundated with paper.
-- Troy Robinson, Siloam Springs, AZ
Maria's Response
Hi Troy,
Thanks for your note. Here are a few pointers to get you started.
To get control over your paper, you'll need a system for your active papers versus reference papers you simply need to file away and reference in the future.
For my business, for my active papers: I filled a report cover (you can also use a 3-ring binder if you prefer) with 15 sheet protectors. In each sheet protector are the papers that belong to each project I
am actively working on, meaning I will do a task related to those papers this week. I like using sheet protectors because it keeps each project contained and there is no need to label each one because you can see right through the sheet protectors.
For my business, for my reference papers: I keep these in my 2-drawer, lateral filing cabinet, organized by subject. Depending on your business, you may need to organize a section by client name, or account number, etc.
Deal with your paper situation for 15 minutes a day...until it's under control. Yes, this could take awhile. That's OK, as long as you're doing this consistently and making progress. Grab a pile of papers. For 15 minutes, either do the action on the paper, add it to your active papers system to do this week, file it in your filing cabinet, or recycle it if you
don't need it.
As far as setting up and organizing your work area, here are a few tips:
The top of your desk should be clear except for the one project you're working on right now. This will allow you to remain organized, creative, and focused.
Get rid of anything in your office that doesn't need to be there. For example, you may need to keep tax records for the past 7 years, but they don't need to be stored in boxes in your office. These can be boxed and added to shelving units in your home's basement (if you have a home
office), a storage area in your office building, or even off-site storage.
Don't run out to the office supply store until you have a specific need, otherwise you're just
going to end up buying more stuff that's going to unnecessarily take up residence in your office. For instance, as you're organizing, if you determine you need a basket or tray for incoming and/or outgoing papers, add that to your shopping list.
Personally, I will buy stuff when I need it, but I always opt to try and find organizing solutions I already have somewhere in my home before running out and buying more stuff.
Be sure your office is inviting. Is the paint a color you like? Can the carpeting stand to be cleaned or replaced? Do you have a few of your favorite people or places framed on your wall? Is it well lit for your needs? Is your chair comfortable? Make it your own...someplace you're proud to work in and that would be welcoming to any customers/clients.
Good luck and let me know how you're coming along with your office organizing project!
