How efficiently do you perform your work?
…Rather, how efficiently do you perform your work given the state of your workspace?
Don’t underestimate time lost or stress caused from an inefficient working environment.
If your levels of productivity, energy and efficiency have plummeted, perhaps your workspace is letting you down.
Here’s a small quiz to see where you fall.
Answer these five questions, rating yourself as closer to A or B for each:
1. What’s your reaction each day you see your desk or office?
A – Everything’s in place, I’m ready to get started!
B – Deep sigh. Oh the sight of it. Where to start?
2. What do you do first when you arrive at your desk or office?
A – Sit down confidently to a clear space – with a clear mind – to review the plan of the day, then proceed immediately on Task #1.
B – Shift desktop papers around to clear working space, think about what to do. Open email instead.
3. How freely can you work or move in your office environment?
A – Easy! I can get to everything I need in a single action, no obstructions, nothing’s in my way.
B – Chore! Every time I need something – files, stapler, copy paper – I have to move mountains to get to it or traverse the room.
4. Is there a clearly labelled or defined workflow in place?
A – My desk is a veritable assembly line of documents from incoming, to being actioned, to outgoing. If they’re not in the process they’re filed for reference.
B – No rhyme or reason whatsoever. Desktop is a mixed bag of post or memos needing attention shuffled amongst files for reference or articles to read.
5. How quickly can you locate anything you need?
A – In a snap, I know exactly where everything is, based on category and usage.
B – I was just using the scissors two minutes ago, where have they gone?
Mostly A’s: Well done – your work space is sufficiently organised for you to feel in control so you can work confidently with a clear mind. …and perhaps a kick in your step!
Action: Review to see if each of the five areas is being fully optimised, if not fine tune. If all is optimised but your space leaves you uninspired, consider bringing in some artwork or a fresh healthy plant to further infuse some life and inspiration into your work surroundings.
Mostly B’s: Some work to do, but efforts invested in improving your workspace efficiency are completely doable and will be well worth it.
Action: One by one, review each of the five areas above. To avoid overwhelm work on one at a time. It’s understandable to want to change everything at once, but change is best brought about one incremental step after another.
Whether you’re fine-tuning or going in for an overhaul, the best way to achieve workspace efficiency is to keep steps and systems simple. Bear this in mind as you work through the suggested improvements below:
Improving #1
Remove anything from the floor or desktop – except what you’re working on – so when you see your desk tomorrow it will be visually calming and appealing.
Improving #2
At the close of business today, return your desktop to an orderly state. Draft a plan of action for tomorrow which you’ll review first thing so you’re ready to go on arrival.
Improving #3
Analyse your desk, cupboards, credenza’s or filing cabinets you use. Consider their proximity vs what you keep in them. Are you storing frequently used items too far away? Do you have to move a box of copy paper to get in the cupboard for the envelopes? Do the file drawers stick? Remove all obstructions so any action is quick and easy.
Improving #4
Create one central catch-all point. Could be an inbox or tray. Once you begin to process it, it leaves the inbox never to return. Consider a desktop file for holding current project folders. Once a document has been actioned, it either goes into an outbox or separate tray for that purpose, e.g. for posting, forwarding to colleague for signature, etc. If you must keep it for reference, file it. No folder? Make one. Otherwise recycle or shred. ‘Materials to review’ or ‘Articles to read’ should go into a separate container labeled accordingly.
Improving #5
Create split-second recall of everything you have. Not as daunting as it may sound, just a matter of blocking out ample, uninterrupted time to sort through it. Pare down your office documents and supplies to only the essentials. Place them logically where you use them and in categories you identify with. When you think about where things go, you’ll be more likely to remember. Label if it helps.
Again, don’t forget finishing touches. It may be a workspace but it doesn’t have to be boring or clinical. Adding a green leafy plant or a piece of art to your taste can do wonders. Keep nicknacks however to an absolute minimum, if at all.
You may also consider investing in ergonomic office furniture and/or better lighting if it will further contribute to a work environment conducive to getting things done.
Improving our work environment to best support our working style can have tremendous effects on our productivity, energy levels and overall attitude.
What changes will you make today?
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