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You are here: Home / 1 - Productivity / d Productivity Systems (Architect) / Desk Setup / Notes on Workspace Organization

Notes on Workspace Organization

August 21, 2009 by Matt Perman

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:

  • Supplies: In drawers. Small stocks (only what need). Extras in supply room.
  • Reference: File cabinets, bookshelves.
  • Decoration: On desk, walls; keep limited.
  • Equipment: On desk if used more than once per day; else, drawers.

Transient Stuff:

  • Input to be processed: In box
  • Current work items
  • [If not electronic] Action reminders: Calendar, next action lists, project lists
  • [If desired; I think these go best in a file drawer at your desk] Project support materials: Active projects file; planner.

Work Centers At Your Desk

Desktop centers:

  • Phone center
  • Computer center
  • Capture tool center or planner center [if you use a paper tool for either]
  • Work center

Drawer centers:

  • Pen/pencil/related supplies center
  • Mailing/finance center (if needed)
  • Stapler/filing center

File Centers [in file drawers]:

  • Pending
  • Projects
  • Operations
  • Reference
  • Archive

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.
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What’s Best Next exists to help you achieve greater impact with your time and energy — and in a gospel-centered way.

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About Matt Perman

Matt Perman started What’s Best Next in 2008 as a blog on God-centered productivity. It has now become an organization dedicated to helping you do work that matters.

Matt is the author of What’s Best Next: How the Gospel Transforms the Way You Get Things Done and a frequent speaker on leadership and productivity from a gospel-driven perspective. He has led the website teams at Desiring God and Made to Flourish, and is now director of career development at The King’s College NYC. He lives in Manhattan.

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