Seven Steps to Create an Efficient Office Workstation
As the old saying goes, it's better to work smarter instead of harder. Increasing your productivity level at work can do more than impress your boss; it can also shorten your workday. Step one in learning how to work smarter instead of harder is to create a neat, well organized, and streamlined workstation. To make it happen, follow these seven steps:
- Place all the files and folders you use on a daily basis within arm's reach of your seat, and organize them alphabetically, by priority, et cetera. Also, neatly organize any relevant tools -- e.g., scissors, stapler, paper clips, et cetera. Place any items that you don't use on a regular basis either in a drawer or farther away than arm's reach. Cluttered desks can lead to cluttered thinking and a lack of focus.
- Create 'In' and 'Out' boxes and place them on your desk as a way to allocate your workload for the day. These boxes can be real lifesavers, especially if you have a small workstation or an extraordinary amount of paperwork to attend to everyday.
- Keep the personal belongings and mementos that decorate your workstation to a minimum. Too many knick-knacks can distract you from the work at hand.
- Hang a bulletin board at your workstation. Create a list of all of your important work phone numbers and tack it up so it's easily viewable. Make sure the list includes your superior's phone number, as well as the numbers of clients and fellow employees that you might need to get in touch with quickly. And don't forget the number of the IT guy, because you never know when your computer will freeze up and refuse to shut down.
- Don't be afraid to throw things away; after all, the wastebasket under your desk is there for a reason. Also, set up a recycling bin at your workstation for papers and empty bottles and cans. Doing so will save you trips to the recycling bins in the kitchen.
- The position of your computer is very important when it comes to efficiency. If you have a choice between facing the center of a room and facing a wall, choose the wall. Reason being, the temptation to get up frequently to chat with co-workers about your weekend, movies, after-work plans, et cetera, can be continual, and that temptation will be lessened if the only thing to look at is the work in front of you.
- Tidy up your workstation as much as possible before leaving at the end of the day. Put all the files, documents, and discs that you worked on throughout the day in their designated spots. Scrape the lunch remnants into the circular file. Put your pens and pencils away. And for security purposes, remember to log out of your computer. This way, when you come into work the next day you'll be able to start fresh and move forward with confidence and precision.
