Notes on Workspace Organization

These are my notes from a few years ago on organizing your workspace. They reflect a combination of points from Organizing for Dummies, Getting Things Done, and my own thoughts.

More detail could be given, but in the meantime they outline the big picture. I especially find helpful the observation that all of the permanent stuff you might have at your desk falls into four categories: supplies, equipment, reference, and decoration.

After that, the concept of centers is especially  useful (although I currently do things a bit differently than what is represented in these notes).

Stuff At Your Desk

Permanent Stuff:

Transient Stuff:

Work Centers At Your Desk

Desktop centers:

Drawer centers:

File Centers [in file drawers]:

Basic Principles

  1. Like with like. One spot for all books. All filing cabinets together. Create centers for different tasks by grouping everything necessary for them together.
  2. Purge. All things that are unused or ill-suited should be tossed.
  3. Access. Goal is fingertip management. Use an L, U, or parallel shape for your desk. U is best, as it allows easiest access to the most desk space and equipment. Move infrequently used equipment, reference materials, and supplies to another room.
  4. Contain: Keep files in cabinets, books on shelves, and supplies in drawers.
  5. Evaluate: How do you feel? Does the work flow?
  6. The desk is a place to do work. Use REMOVE to reduce clutter and arrange desk properly.
    1. Reduce distractions.
    2. Everyday use (if not, drawers).
    3. Preferred side (all things go on right side if you are right handed; phone is one exception–it goes on opposite side).
    4. Organize together: Create work centers for phone, computer, time, etc. Phone center should include phone, message pad, pen nearby. Good for capturing thoughts and tossing into in-box as well.
    5. Empty the center (so you can work).
  7. Supplies are for the drawers. Group like things together. Turn each drawer into a work center: Central is pen/pencil; others are mailing/finance and stapler/filing.

Related posts:

August 21, 2009 | Filed Under Desk Setup | 3 Comments 
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Comments

3 Responses to “Notes on Workspace Organization”

  1. kATHY on August 21st, 2009 6:24 pm

    Ok, I’ve not read either reference, but can tell that the points under “REMOVE” don’t spell R E M O V E….(Basic Principle #6).would love to know the whole thing..

  2. Matt on August 21st, 2009 7:54 pm

    Great catch. I think I must have regarded them as not as helpful when I took these notes! The REMOVE is from Organizing for dummies. Point c becomes an M by wording it as “Move to the preferred side,” so that’s the M. V is “view the time,” which is where she recommends having a clock at your desk. A physical calendar/planner would go in that area as well.

  3. kATHY on August 21st, 2009 8:15 pm

    Thanks! More helpful than you think!

    As elementary as a clock my sound, …with ADD, time consciousness (or lack thereof) is a real stumbling block. Digital time on the computer does not penetrate the consciousness nearly as well as a large analog..have one at home, now I think I’ll bring one to work!!

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