Organize Your Home Office For Greater Productivity

Taking time out of your busy schedule to organize your home office will result in a faster and more pleasant workday, increasing productivity in the process.

We've all experienced the frustration of searching for items we've misplaced or covered up. That lost time equals lost income. We can't make money while we're looking for the elusive file, book, or set of keys. In a nutshell, being organized equals small business success.

There are many ways to organize your home office, and the trick is to find the way that works for you. There are a few basic ideas that seem to work well for most people. I'll list those for your consideration, and let you take it from there.

* Handle each piece of paper as little as possible. This is a compromise between the two theories of "handle papers only once" and "shuffle papers until the cows come home." What works best for me is to sort incoming papers into various "To Do" files, then deal with that whole file at one time. This way, I'm only paying the bills once a week, or writing several reply letters at one sitting, etc. It also keeps common items together, such as events to add to my calendar.

* Make files your friends. Don't worry, you aren't going to lose your papers, as long as you file them logically. File by subjects, then alphabetize those subjects. Personalize your filing, creating a system that works well for you. Don't worry if your system is a little quirkier than your sister's. You probably don't think exactly like your sister, so you'll label files differently. Feel free to do your own thing with your own files.

* Use file folders for everything possible. "Out of sight, out of mind" is actually a good thing. You'll overload your brain with a stack of papers dealing with ten different subjects. But if you put those papers into ten file folders, then work with only one file at a time, you can focus on just that topic instead of freaking out over the whole ten subjects that you're sure have to be dealt with right now.

* Clean up your computer files, too. Digital information is only handy if you can actually find it again! Use the same basic filing system as you use for your physical paperwork. Place computer documents in folders labeled in a way that makes sense. Then place those folders within more general folders. You'll be able to quickly locate any document without having to use the time-consuming "Find" function.

* Clear your desk of distractions. Having a clean and organized work area keeps your mind focused on the task at hand. You can concentrate more completely on the single file folder you've selected for your current project if your eyes aren't constantly straying to other objects on your desk. The only thing that should ever be on top of a work space should be the one thing you are actively engaged in.

* Keep your family pictures at home. I'm probably in the minority on this one, but I'm stickin' to it. Many people like to keep family pictures on their desk, but I find it distracting. I figure I can love my kids just as much without having their pictures in front of me. That also means I can focus on my work rather than wondering what those kids in the pictures are up to at that moment.

* "A place for everything and everything in its place." That was one of my grandmother's favorite sayings, and it's worked well for me, too. If you have a specific place for your stapler, and you always put it back there after you use it, you won't have to waste valuable time looking for it later.

* Reduce clutter throughout your office. An excess of "stuff" in the office depletes your energy and hinders productivity. Clutter distracts us and demands our attention, even if we're just trying to find our way through the muddled mess. If you need to deal with it later--file it. If you don't need it anymore--toss it. If somebody else can do it--delegate it.

* Tidy up your area at the end of your work day. Whether that's at 5pm or midnight is up to you. The point is, it's nice to return to a clean, organized work area the next morning (or afternoon).

Make time to get organized. You'll be surprised how much time and frustration you'll save by not having to search for files, papers or the stapler. It won't be long before you'll wonder how you ever got along without an organized home office.