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How to Organize Your Workspace

https://www.inc.com/guides/2010/06/organize-your-workspace.html

inc.com

How to Organize Your Workspace
Whether it's business plans or business cards, conference binders or marketing copy, entrepreneurs have a lot of information to keep track of. When you're running around like a chicken sans head, it's hard to put a tidy workspace high on your priority list.

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Categories of Organizing

Categories of Organizing
  1. Documents. The way you name your files can dramatically improve the organization of both your physical and your digital documents. Be consistent with file naming.
  2. Group all like office supplies together and considering what role they play in your broader organization system before going out on a shopping run.
  3. Electronic Documents. Many people use their computer and physical desktops as a de facto to do list. As a result, all the things they need to remember accumulate and create disorder.
  4. Space. Consider arranging space by activity zones.
  5. Time Management. Distinguish between events, which is time sensitive, and ordinary to-do items that are more flexible in time.

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Measuring Productivity

The best gauge of being well organized, "is just the lack of anxiety that comes from a clean comfortable workspace where you feel like things aren't piling up and overwhelming you."

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The Sources of Clutter

Common sources of clutter for entrepreneurs include business cards, printouts from the Web, and literature from conferences and seminars.

A good way to get rid of clutter is to turn each piece of paper that you're keeping around into an action item in your planner. 

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The Value of a Personal Assistant

Once entrepreneurs have taken the plunge and added an assistant to their payroll, they often don't use that person to their best advantage. 

Assistants often excel at taking tasks such as writing your blog posts, handling scheduling, and reminding you about following up with clients but they sometimes fall down when it comes to your business' big picture.

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Common Mistakes

  • Not making time to assess the mess. If you can, build in 15 minutes at the end of the day to put everything back where it belongs.
  • Confusing the process of throwing away with actually getting organized. Organizing is putting systems in place to find what you need when you need it. Decluttering is about identifying what is obsolete and getting rid of it to make room for what you plan to do next.

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Tips to organize your office space

  • De-clutter your space, empty, shred and get rid of literally any frivolous thing that adds no value to your productivity.
  • Organize with colors and labels, to put items in the right places.
  • Use storage boxes & containers to help you stay organized.
  • Segment your work zones to help trigger a better output.
  • Organize your desk accessories: everything from your stationeries, laptop, files, and trays.
  • De-clutter and organize your Laptop/Desktop by deleting those folders, pictures or softwares that you don’t need. 

1. Rewrite It

Spend 5 minutes each morning preparing your task list to have only accomplishable tasks that fit the time you have available. Keep other tasks on a holding list for another day.

2. Be Laser Focused

Set a timer for 15 minutes, shut out the world and concentrate with intense focus on one and only one task. Closing your door and turning off your phone and internet are specially important.

3. Let Go Of Tasks

Recognize that not everything in your list must be done. When in doubt, delete it from your list; if it is important you’ll eventually add it back.

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