Working from home
Like many around the world now, you may be working from home now. You’ll understand how important it is to have an environment that supports your efforts. Coupled with everyday emotional stress and uncertainty, the added pressure of performing to expected levels can make life feel overwhelming – especially if you are caring for children or have other family responsibilities.
THE HOME OFFICE
Instil a zero tolerance policy for clutter in the workspace and see productivity and peace of mind flourish. Bring it back to simple essentials and create a system, that once implemented, will improve quality of life and be life-changing for the better. To adopt this philosophy, rework current systems from the ground up and stick to it! Read on for file storage tips to keep office clutter on track.
Creating the ideal office workspace is a little like searching for the Holy Grail. There is such an array of products, organisers, calendars and filing systems, that choosing them ends up being just another job on the to-do list! As bills, documents and receipts pile up, waiting for attention, a feeling of dread and lack of control mounts. There are clear benefits to creating an organised system that works. Less clutter in this environment means fewer distractions, less stress and greater self-control, all of which lead to greater efficiency and ultimately, financial stability.
TIME TO START
There is no perfect time to tackle this dilemma. Waiting for a new fiscal or financial year to begin can only exasperate the already mounting problem. The best approach is to draw a line in the sand and get started. Choose a day with plenty of time to devote to it and with few distractions, as initially, it will take effort and commitment to get sorted, especially when documents and receipts have been let go. Take time to set up a system that works. The sorting process will be a great deal easier as there will be a home for everything along the way. Be confident in the fact that whatever system is implemented, each and every important document will be accessible at a moment’s notice – even in a crisis.
When a desk is surrounded by clutter, workflow suffers. Many hours can be dwindled away wondering where to begin. Distractions are everywhere, creating a shorter attention span, resulting in less productivity, with tasks generally taking longer than they should to complete. In contrast, when organised filing and workflow systems are in place, more gets done in less time. It’s easier to stay focused – feeling more in control of work and life. Once a space is established and a system is streamlined it can reduce the unconscious resistance to deal with tasks that would often be pushed to the ‘too hard basket’. Once sorted, you’ll have the desire to stay on top of the influx of communication that bombards us each day. Endless mail, email and social media are motivation enough to deal with even the most difficult of tasks then and there. Although more often than not, the process of procrastination is far worse than the actual doing.
SYSTEMS ARE KEY
Often office systems fall by the wayside when financial pressures take hold. While ignorance can be bliss, a solid understanding of a financial position is crucial. Take stock of receipts and the weekly budget – even if it’s in the red. Track expenses and create a clear snapshot of the position. A proactive plan put into motion can regain control of the situation. Keep track of spending and stick to a budget. It will be instantly liberating, resulting in less time feeling stressed and more time to increase productivity and ultimately the financial position.
Once changes have been made the benefits will be instant. Less stress and anxiety, increased productivity and workflow, more downtime to enjoy away from work and more time at work to potentially increase revenue. With a new, improved and streamlined system, there will be more time to focus on goals and priorities.
It’s time to take charge.
THE BASICS…
DESK
A desk with drawers offers storage options. Consider the space in which it will go and how much desk-space is needed for equipment and everyday tasks.
DRAWER UNITS
Position drawer units on the same side as you write – it will make it easier to retrieve bits and pieces as needed. A few shallow drawers are good for stationery items whereas deeper drawers work well for equipment and file storage. Consider using compartments within stationery drawers to keep each item within its space, maintaining order which in turn makes everything easier to find when needed.
DESK CHAIR
If you spend a long time at your desk, a good quality, comfortable chair is essential. Look into ergonomic options that improve the fit and function.
LAMP
Good lighting is essential for eye health if working at night or in a dim room. A task lamp is one that focuses on a smaller area whereas a standard lamp will light a larger area but won’t be as targeted.
COMPUTER
Consider a laptop if suitable. They take up less space than a desktop model and can be moved around the place as needed. A display monitor may be needed for longer days in front of the screen which means more cords and electricity outlet requirements.
RUBBISH BIN
If the aim is a paperless office, the rubbish bin won’t get much of a work out so there is no need for anything too large. A smaller bin encourages more frequent emptying which may help keep a handle on waste management.
LOUNGE CHAIR
Create a quiet area to sit and relax, allowing creative thoughts to flourish. Include A comfortable chair or sofa where you can contemplate and plan, away from the computer.
FILE STORAGE
No matter which system is employed, the ‘handle once’ policy is the answer to paper overload. As the name implies, each and every piece of ephemera that passes through the home office is assessed and acted upon then and there. Action a catch-all tray or drawer where everything arrives until there is time to sort through it. Make this a habit to do this on a regular basis, daily if possible.
Every piece of paperwork either requires action, is pending action, is a keeper or can be binned.
When an invoice arrives, schedule its payment through an online banking app then note it on the calendar – either printed or digital. Note especially-important expenses like car registration and utility bills to ensure payments won’t be missed. Receipts are noted then stashed into tax return folders or scanned for later reference using digital apps.
Transitory items such as courier tracking notes, dry-cleaning receipts or school notices can be kept in the catch-all until they are no longer needed. Set a schedule to go through these bits and pieces on a regular basis – weekly or monthly. The trick is to do it and do it often!
Important documents that need to be retained and keepsakes are immediately filed away in their allocated place.
And if it’s junk mail, it goes straight into the recycling bin.
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PAPER TRAIL
Some paperwork is inevitable, unavoidable. There are documents needed for tax returns, important records like mortgages, birth certificates, insurance policies and precious keepsakes like children’s report cards and drawings.
But there’s no need to keep instruction manuals for appliances – they can be found online when and if they’re needed. Don’t hold on to tax-related documents for longer than five years. Make sure to ditch a year’s worth as the new financial year ticks over. Be selective with children’s artwork. Hold on to favourites or scan them and file in a digital folder for each child. [Edit… I love this idea which I’ve stored on one of my Pinterest boards.]
PAPERLESS OPTIONS
There aren’t many things that can’t be digitised – apps such as Evernote and Expensify make day-to-day ephemera management easy. The key is to regularly scan and update these programs or, just like a drawer-full of receipts, it can become an overwhelming task to get back on track.
Better still, allocate some time to contact utility, bank and other regular suppliers and switch to online statements and bills – it is better for the environment and saves space in the home.
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DIGITAL FILE STORAGE
The harsh reality is every electronic device – computer or not – will stop working… eventually.
Chrit Atkinson from Blackbird IT looks after large education, government and not-for-profit organisations so he knows a thing or two when it comes to best practice for the everyday home user…
“If the device you’re using in your office ceased to function, how would it affect you? What have you lost? Countless times I’ve heard, ‘I backup all my important data on this external drive’. This is not a backup. At all. When the external drive stops working – and it will – all the important data will be lost. A backup is a copy or replica, so when the device fails, there is still another copy somewhere else. External drives are more susceptible to failure, due to constant handling and the increased exposure to accidental damage. Best practices for backing up data in a small office/home office (SOHO) environment is a Network Attached Storage (NAS) or the Cloud.”
Set up automatic backup for the desktop computer so that files are copied on a regular basis without having to think about it. Better still get into the practice of making two external backups and keep one off-site incase of a burglary or disaster like a fire or flood. Keep external hard drives in a well-ventilated space so that they don’t overheat and keep them as dust-free as possible to avoid problems.
Adopt a file-naming system that will help identify each file quickly and easily. Order by date, name, location – any prefix that will prompt a search to find the file. Order the desktop just like the real thing by creating folders and sub-folders that can be filed in an orderly and intuitive manner.
As with paper storage, be considered with digital file storage. Photographs and videos can take up a lot of file space which ultimately costs time and money to store. Schedule in some time to regularly cull files that are no longer needed to keep storage efficient and streamlined.
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STATIONERY
Desk clutter acts as a distraction. Try clearing the space. Put everything into a box then over the course of a week or two take note of what has been used.
Analyse what is really needed and keep those items close by, either on the desktop or in desk drawers. Is it really necessary to have ten pens, paperclips in different sizes, multiple scissors and countless notebooks? Could these items be culled or streamlined? Can notes can be kept digitally on a phone? Can a calendar be replaced by a desktop version? Are there items that can multitask – like a pencil with an eraser.
Items which are only used occasionally can be designated to a drawer or cupboard and items that are rarely used can be donated or recycled. If you know a school teacher, ask if they could use any of the unwanted stationery items.
The key is to identify what is essential to create an efficient and enjoyable working experience.
OTHER BITS AND PIECES…
NOTEBOOK
When choosing a notebook consider how it will be used. Will it need to fit into a handbag or will it be a desktop staple. Blank pages allow for freeform drawing whereas ruled pads keep notetakers on the straight and narrow! Is it better to buy a single thick notebook that will last all year or a collection of thinner books that can be allocated to different topics?
PENS
Pick a favourite whether that be felt-tip, ink or ballpoint. Choose one that feels comfortable in the hand and flows across the page easily. If it’s easy to use it’s more likely to be used to take notes and send handwritten letters.
PAPERCLIPS
Paperclips are better than staples because they can be removed and reused, making shredding or recycling paperwork a breeze. Instead of hoarding a collection of different shapes and sizes, choose a clip that can multitask and suit all binding needs.
SCISSORS
One good quality pair of scissors is all that’s needed for office efficiency. Buy once and buy well, sharpening them as required.
STICKY TAPE
There are fantastic tapes that are almost invisible when applied – ideal for gift-wrapping or running repairs.
If you need help with office organisation – at home or at work, we can help you with that. Contact us for more information.
Jane Cameron
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