Create a functional Workspace
Sherry Borsheim

A functional workspace is critical when creating a highly productive environment. From high-powered executives to the assistants that keep things running smoothly, everyone needs a workstation that works for them.

Fortunately, having an efficient workspace isn’t as complicated as it sounds. With just a little bit of forethought and a few organizing tips, you can turn your desktop and surrounding space into a well-organized environment.

To begin, ask yourself what you use your office space for. Are you usually busy on the phone or is the majority of your time spent on the computer? Perhaps you spend a lot of time using the fax machine, scanner, postage meter or photocopier? Alternatively, you may spend a lot of time referencing literature from a large bookshelf in your office. Take a moment to outline what you spend the bulk of your time doing.

Once you know how you spend your time each day, it’s important to create a workspace that best facilitates those particular activities. This is the part where you may need to get creative!

If you spend a lot of time sending and receiving faxes, it is probably more efficient to position the machine within arm’s reach. Instead of taking up valuable desk space, you could position a printer stand within reaching distance of your desk. Then position your telephone in a comfortable position on your desk. Arrange your desk trays to properly reflect your needs. An in-tray and out-tray for faxes might be just what you need.

Alternatively, if you spend most of your workday on the computer and digging into your filing system, you’re going to want to create a workspace that reflects those needs. Position your computer monitor in a way that’s ergonomic and avoid straining your neck when using it. Keep ergonomics in mind when positioning your keyboard and mouse.

Next, take stock of all the office supplies that you regularly use. If you regularly make use of paper clips, thumbtacks, tape and other items, consider using drawer dividers. If you do a lot of printing of different sized papers, try organizing the most frequently used papers and envelops in stacking trays next to the printer. Or if you send a lot of faxes, place the different covering sheets or fax templates that you need in stacking trays next to the machine. Attach a pen to the tray with a strip of Velcro.

Most of us have a number of repetitive tasks to be completed daily, weekly or monthly, such as important phone calls, items for discussion, documents to be photocopied or items for data entry. If this sounds familiar, one way to make your workspace even more effective is to create and regularly use a Tickler system. This system “tickles your brain” on a daily basis with permanent action items and date sensitive temporary actions. Place the Tickler system within arms reach on your desk.

Lastly, remember that your filing system is the backbone of your workspace. If you can’t find any filed document within five seconds or less, you can and should improve your filing system.

If you’d like to learn more about how to improve your workspace with an effective filing system and the important Tickler system along with step-by-step instructions for creating both, check out my new book, “Conquer your Chaos”.


About the Author

Sherry Borsheim, owner of Simply Productive, has been helping people to work smarter, not harder for years. She specializes in resolving paper, time and information management issues. To learn more about eliminating the paper pile-up and in vastly improving your productively, contact Simply Productive at 604-233-7076.