A place for everything -- organize your home office for maximum productivity!
The old saying that there is a place for everything and everything needs to be in its place certainly holds true when organizing a home office. It doesn't take long for a home office to become inundated with piles of papers and other various items. Here are some tips on how to organize a home office so that maximum productivity can be achieved.
1. Clear the clutter! Remove every piece of paper and every item from the desk. Thoroughly dust and clean the computer desk area or other work area in the room. If this task is a daunting one - work in increments of 10-15 minutes. It will be well worth the time to have less mess and chaos in a home office. Productivity will increase simply because there will be no more clutter and it will be easier to concentrate on current projects.
2. Decide what items are most important in the home office and place these items on or nearby the work area. Basic items for most home businesses can include a desktop or laptop computer, a printer, a scanner, a copier, a fax machine, and a telephone. Include a small notebook, along with a few pens and pencils, to keep by the phone for easy retrieval when taking messages.
3. Many large office supply stores carry multi-functional equipment which incorporates items such as copiers, facsimiles, printers, and scanners into one piece of equipment. This is certainly a space saver for any home office.
4. Filing can be an enormous chore for any home office. Setting up a filing system is an important step in achieving maximum productivity in a home office. The type of filing system needed will depend upon the size and type of business that is done out of the home office. If the home office is utilized for personal business, such as household budgeting and surfing the Internet, a small filing cabinet may be all that is necessary. If this is the case, many computer desks come with built-in filing cabinets for this type of use. Don't forget to deal with paper as it arrives. Decide whether documents need to be filed, placed in a to-do basket, or discarded.
5. A filing system for a larger home office may need to include a two or four-drawer filing cabinet. Office supply stores have a variety of filing cabinets - it is important to choose the type of filing system that will provide the necessary storage. It is best to also have extra space in a filing system allowing for additional storage as a home office or business expands. Filing systems can also be completely computerized. If this method of keeping records is chosen it is important to back up computer information on a daily basis. Lost files can mean lots of lost productivity time.
6. A home office should have a criss-cross cutting shredder instead of a regular wastebasket. Shred any old documents that are no longer needed and contain personal identifying information. Remember that identify theft can happen to anyone.
7. Calendars and planners are the ultimate organizational tool of any home office. It's difficult to keep track of several calendars. One suggestion is to utilize two calendars. One calendar should be a desk calendar or planner and the other should be family calendar. Make it part of a routine to record events on both calendars so that there will not be any conflicts in scheduling.
8. Lists are a wonderful organizational tool. Just don't list too many items and don't procrastinate on items that are necessary but are not fun. Generally, a list of approximately ten items is a very doable list. List the items and place a star by two or three things that are a priority. Don't overdo and place a star by every item. List dreaded tasks first and when finished with those tasks enjoy crossing them off the list!
9. Setting up an ergonomically sound home office will automatically increase productivity time. Choose an office chair that is both comfortable and supports the correct posture while working. Utilize items that are available such as wrist supports for keyboards. There are even software programs available that will lock up a computer -- taking the operator through a series of stretch movements. Repetitive motion injuries such as carpal tunnel syndrome can be reduced or eliminated by utilizing such items. The proper equipment will help decrease overall fatigue which should increase productivity in a home office environment.
10. Finally, establish rules for the home office. Set hours and post them on the door. Let the answering machine take calls when working in the office. Enjoy the environment of an organized and efficient home office. It will certainly allow for increased productivity no matter what type of business the home office is used for.
