Situation:

With only a small desk and no defined office space, this client had to keep track of massive amounts of information. With such a small space, my news producer was in desperate need to develop better methods to keep it all organized.

Challenge:

This work space was not only very small but also shared by other staff when Jay was not working. Additionally, there is a continuous flow of new information that arrives daily in varying forms. He could receive DVDs, newpapers, large banners, books or giant posters. How could he keep all of this mixed media organized and accessible?

Solution:

Jay and I had a long discussion about how his work flowed in and out during his work week. This helped me determine ways to categorize and organize the information as it came into his space along with deciding where it should live while it was in progress. With such a complex schedule and task load, this space is still a work in progress. I am certain that we will wind up with a completely sustainable system developed especially for Jay according to the way he thinks and also the way he handles his workflow throughout the week.

Tips for organizing a busy workspace

1. Determine what tools are most important to do your job

2. Get rid of materials that are no longer relevant

3. Prioritize what tools you use and keep the most important tools closest to you

4. Assign a functional space for each type of item

Solutions to common work space challenges

1. Piles of business cards?

Scan your business cards and export to database

2. Materials coming in all day from outside sources?

Designate an inbound place for them to land

Create a holding zone while they are in use

Before / After Case Study

( Move mouse over picture for after )

Situation:

Papers were the dominant player on the desk of this busy CEO. Years of inaction kept these papers piling up until they were no longer important. Time was the organizing factor for this desk. Once a few years past, the bottom layer could be removed because it no longer was a pressing matter.

Solution:

Every paper in the office was touched and either filed or tossed. The Freedom Filer filing system was implemented so that all papers put into the file system would have an exit strategy. This way the folders would not expand into more file cabinets over time.

We created a filling system that kept piles off of the desk and focused on keeping 60% of the desk area open for business. Instead of laying a paper onto the desk surface when in hand, a decision was made as to whether it should be tossed, filed into a hanging folder or moved into one of the vertical desktop folders as an active project. Months later, the desk is still clear and the system is functioning!

What Our Clients Say:

“You’ve been a significant agent for change in our client’s life. He has kept up with your system and his desk remains clear. I’m sure this has increased his effectiveness/productivity.

You’re terrific at what you do, and I thank you for it.”

Marc B.