Do you find yourself getting up from the desk chair several times a day to look for a pen or pencil, or a client file? Do you find yourself having to turn your head every time somebody comes in the office? Do people have to pull chairs from outer offices into your office every time you conduct a staff meeting? Imagine all the time and energy lost with these distractions? Some simple (re) organization of the office can directly impact your productivity.

Think of your office as a home away from home, because that's what it is for so many of us. You enjoy comfort, relaxation and ease when accomplishing the task at hand. Comfort, relaxation and ease should be a part of the office as in your home life.

Let's begin with the crown jewel of the office - your desk. If you have a window, place the desk in a position that allows maximum use of natural light, but without the glare of direct sunlight. That reduces eyestrain. At the same time, you want to position the desk in a direction that allows for direct viewing of all who enter without you having to turn the body or head. Just think about how quick it is for you to respond when merely glancing up from the desk when someone enters your office. It allows you to easily prioritize between continuing with your work and saying, "just a moment, please", and stopping to give immediate attention to that person.

Do you work with files? Try to arrange for the placement of frequently used files to be placed in the desk's file drawer. Less frequently accessed files can be placed in a separate filing cabinet. And regarding filing cabinets, if you do require one try to use a low-lying, two-drawer cabinet that can be placed next to or near your desk for the added use of its top for other items that you often need. For those with limited space, I have seen the two-drawer cabinet commonly used for inbox/outbox files or printers. Others prefer to give some accent to their offices by placing an adornment on top.

And, while we are addressing decorations, do you have to limit yourself to the spartan interior of a jail cell? Some people like plants or soft decorative lights to add a feeling of relaxation and ease.

The type of lighting you use can impact your feeling. I already addressed the value of indirect natural light. If you are limited to ceiling lights, lobby to have soft glow tubes installed. Even the harsh glare of a light bulb can lead to eyestrain.

On and around your desk you want to arrange the tools most commonly used on a daily basis. If that includes a computer, you would like to arrange the system to allow you access with the mere turn of the chair. Keep the phone no further than arm's length. If you use a lot of pens and pencils, get a pencil cup. Keep extra paper next to your printer. It is so irritating to run out of paper and then go to the next room to find more. In the meantime, your printer's error light is blinking away.

Finally, if meetings are conducted frequently in your office, it would definitely be convenient to place a conference table in your office, if space allows. It certainly beats having attendees clumsily write in notepads on their laps and facing in positions not directly facing you.

These are simple little suggestions, but they do go a long way toward helping you and your employees feel and be more productive in their offices. For more detailed ideas to better organize the office, you may want to read the online article, "Organizing Your Office", by Holly Uverity.

© 2000, Carroll Stephen Windhaus