Knowhow: Organizing A Home Office
Just because you have a home office doesn’t mean you have to settle for substandard space. A carefully laidout home office can give you the confidence you need to build your business — and perhaps one day move out on your own.
Here are three key elements to consider as you build — or redesign — your home office (all three also to apply to most office settings):
File And Paper Management
How often have you found yourself sorting through stacks of paper? Filing and paper management is one of the biggest struggles in a home office. Make sure you develop a file system and a way for handling day-to-day papers. Start by asking yourself how you like your files. Do you like everything visible? If so, you may work better keeping files you need on a regular basis out on your desktop for review. Consider keeping files in a stacked wire frame to keep them organized and visible.
If you prefer to have everything tucked away you may do well having an “active drawer” for all your important files. Making sure that this drawer is easily accessible to you from your chair will make a big difference.
If you like everything on your computer, have a scanner readily available to you at all times so you can scan whatever you need in a split second. Business card scanners are also a great way to keep piles of business cards off your desk and under control. Once business cards are scanned, depending on your software, you can often import them directly into your e-mail program for easy access. Simple little fixes like these can help you be more efficient and can help control some of the paper. I also recommend keeping blank manila folders readily available for any new files that need to be made on the spot.
Office Location
Your office location is another important factor to consider. You are less likely to go there to file and take care of your paperwork if you don’t like the space. Creating a positive working space is essential to productivity and will benefit your mood while working. Look for space that provides:
• A source of natural light (windows are a big plus)
• A quiet location with minimal disturbances
• Sufficient outlets
• Doors to reduce noise and add security
Scheduling And Time Management
Are you afraid of forgetting things, and feel the need to leave items out as reminders?
This can create clutter and disorganization. By utilizing a calendar and planner you can often take care of a lot of the reminders associated with daily tasks.
If you are a computer person, I recommend using computer programs that manage your calendar, tasks and e-mails. You can also sync your calendar, tasks and e-mails with your mobile phone for access in the office or on the road.
If you prefer paper, I recommend buying a planner that gives you plenty of room to write. I also recommend when buying a planner that you select one that shows the entire month for scheduling instead of one day at a time. Seeing everything all at once can help you determine other tasks that may need to take place. Whether electronic or by paper, try to set aside time each day (even 10 minutes) to plan your daily and weekly activities. Taking this time will greatly improve your time management and help you feel more organized.
Melissa Perkins in the owner of Simplified Designs Inc. of Grafton. She can be reached at mperkins@simplifieddesigns.com.
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