We can actually save time by organizing our workspace. We’ll start by identifying a space that’s dedicated to productivity, then organize that space so we have everything we need to work effectively.
Our senses are always switched on, and when you need to focus, you don’t want to be distracted by trying to find a pen, some information from a website you saw last week, a client file, or a phone number scribbled in a corner.
Organize Your Desk
Let’s use the 5S method, which was invented by Toyota.
Seiri - Sort
The first principle involves removing any unnecessary items to declutter your workspace. So be bold and sort, toss, recycle, archive anything you no longer need, then arrange your tools according to how often you use them.
Seiton - Systematize
Create a system for organizing and categorizing your files. You can also make places for the things you need most often in your workspace. Arrange and categorize items in a way that limits the need for physical movement. For example, put all the documents you need for your current assignment in one folder, and keep that folder in a dedicated spot within arm’s reach. Optimize your use of space so you can be comfortable and stay focused. Try not to wallpaper your computer screen with sticky notes, for example.
Seiso - Shine
Having a clean workspace just feels good. Clean and dust regularly, both your desk and your computer screen. Don’t leave empty cups or leftover lunch scraps lying around.
When possible, repair the things you need to work, like that drawer that doesn’t open or the wheel on your chair that’s stuck.
Before leaving work, tidy up one more time so you can have the pleasure of arriving at an inviting workspace the next day.
Seiketsu - Standardize
You can standardize your system of working. Use labeled paper trays for different items (e.g., to do/in progress/done/archive). My top right drawer is dedicated to office supplies, the next one is for computer components (USB drives, cables, hard drives), and the bottom drawer is for paper, folders, and envelopes. The middle drawer is for anything important and in progress. Find the system of organization that works for you.
To go further, you could try to organize your documents or workspace in such a way that someone else could easily find their way around in your absence—labels can help with this.
Shitsuke - Sustain
Finally, continue to develop and refine your method. Be rigorous in applying the four previous steps and sustain them over the long term.
Organize Your Computer Desktop
Let’s not stop now—we’re on a roll! Now we’ll try using the same method on our computer desktop to tidy and organize our virtual workspace, allowing us to find any document easily.
Personally, I stick to the rule of never having more than seven folders on my computer desktop. Any more than that, and I start to waste time looking for the folder I need.
To clean up your desktop, start by:
naming or renaming your files properly. When you go to name a document, ask yourself, “If I had to find this file using my computer’s search engine, what keywords would I use?” For example, “Supplier letter May 2020.”.
creating a “Personal” folder with copies of your personal documents, profile photos, grandma’s famous recipes, your vacation reservations… if it’s personal, in it goes. If you need to, create subfolders and take the time to name them properly so you can navigate them easily (Administrative/Insurance/Photos/Banking, etc.).
Next, you can:
create a folder for your current main project. For me, this folder is named “OpenClassrooms Course”; I also have a “Clients” folder containing subfolders for each client.
Also, you should:
create an “internal” folder on your work computer, where you can put information on your next seminar, yearly performance reviews, etc.
And finally:
make a folder for your core business.
Don’t forget to go through your files from time to time and delete any duplicates or unneeded large files that you’re holding onto—you know, the ones that “you might need one day, you never know…”
Adapt Your Workspace to Your Needs
You don’t have to stop once you’ve applied these rules. Listen to your body and try different ways of making yourself comfortable to find the most effective setup for you. Some people need total silence to work, others need a bit of background noise.
To be my most effective, I need a “cocoon-like” environment where I can make myself a cup of coffee, stretch out on a sofa, and listen to music. I find that when I feel good, I’m more efficient. But that doesn’t mean I have to be alone! I can also be productive when there are people around. I don’t like being alone, and having other people working around me motivates me to work. — Charlotte, team manager
Save Your Web Searches Using Pocket
Bookmarking multiple websites is tedious, especially if you use two or three different browsers, like I do. Thanks to Pocket, though, you can now save and categorize all the websites you want to refer back to and access them from anywhere, with no ads—all the frilly stuff is stripped away and all you get is text, images, and links.
Extra bonus: the app can read articles out loud, which can be great on long commutes for catching up on what you haven't had time to read.
Try to Organize Your Things so You Can Find Anything in 20 Seconds
The 20-second rule also comes to us from Japan. According to this law, you should be able to find any information whatsoever in under 20 seconds.
This is easily doable when you apply the 5S process, and where I work, we regularly hold little competitions to measure our efficiency!
Let’s Recap!
Our work environment has a big influence on our productivity.
Clean, tidy, categorize, and organize your desk and your computer.
Limit the number of folders on your desktop and rename your files and folders if needed so you can find them as quickly as possible.
But beware—you can’t just reorganize your workstation and expect everything to work out! You have to complete your daily tasks strategically, in the order that’s most productive for you. I’ll explain everything you need to know about that in the next chapter.
