By
Akindotun Merino
In order to be the most productive that you can be, you must create the appropriate environment. This module will give you some ideas for creating an effective, ergonomic workspace in any office
One key aspect of an effective workspace is the physical layout. Keep these tips in mind:
- Make sure your chair provides sufficient support.
- If possible, position the desk so that it receives maximum natural light. Make sure that light doesn’t point at the monitor or in your face.
- Keep your desk as clear as possible. Store tools and papers where they belong. Make a habit of cleaning off your desk at the end of each day.
- Do a complete clean and reorganization of your workspace once or twice a year.
- Place the telephone within easy reach. Keep mugs and glasses away from electronics.
- Try to have an area for your computer and an empty workspace. L-shaped desks are ideal for this.
- Make your workspace a pleasant place to be. Plants, pictures, unlit candles, and small fishbowls are ideal for any work area. (If you’re bringing items into an office, check company policy first.)
- Focus on the changes that you can make. Keep your eyes open for new ideas.
Ergonomics is the study of how workers relate to their environment. It has been proven that particular factors can increase or decrease the risk of certain injuries and conditions, such as repetitive strain injuries (RSI’s), back problems, and eye problems.
Here are some things that you can adjust to make your workspace more ergonomic.
- Keep your back straight.
- Your feet should be flat on the floor or on a footrest.
- Chair arm rests, back pads, and keyboard wrist rests can help to decrease muscle strain.
- Ensure your monitor is tilted at a comfortable viewing angle. (Some people prefer to place it directly on the desk, while others find that a monitor stand eases neck strain.)
- Use natural light when possible.
- Most importantly, pay attention to your body. If you develop aches and pains, it may be a sign that your workspace needs to be adjusted. You may also need to consult your doctor for specialized treatment.
To use your computer most efficiently, customize your working areas as much as you can. Here are some ideas to get you started.
- Organize your Start menu so that you can easily find the applications you need.
- Keep your virtual desktop like your real desk – organized and clutter-free.
- Customize toolbars on your desktop and within applications to place frequently used commands at your fingertips.
- Make use of applications that automate tasks for you, particularly computer maintenance tasks.
As with your physical workspace, your company may limit your customization capabilities. Stay positive and focus on the changes that you can make, and the positive effects that those have.
Being able to find a particular piece of information when you need it is essential to being productive. Some studies estimate that people spend up to an hour and a half each day looking for things! This module will give you some ways to keep your files organized.
To retrieve materials quickly, you’ll need an effective filing system that includes three basic kinds of files:
- Working files: Materials used frequently and needed close at hand.
- Reference files: Information needed only occasionally.
- Archival files: Materials seldom retrieved but that must be kept. For ease of retrieval, organize files in the simplest way possible. For example, you could label files with a one or two word tag and arrange the files alphabetically.
Even with advanced search tools, it is important to organize your computer files (including your e-mail) in a way that makes sense to you and enables you to retrieve information quickly. One of the most common ways of organizing electronic files is to create a folder for each project or task and then create sub-folders as appropriate. (For e-mail, you may want to create folders for correspondence with particular people.)
To take organization a step further, use operating system or search program features like keywords, tags, jump lists, and virtual folders.
In order to keep your files organized, you must clean up and archive your files regularly. Set a consistent date and put a reminder in your calendar. This could be at the end of each month, the end of each quarter, or at the beginning of each year – it depends on what works for you.
For paper files, go through your working and reference files and move any old items to archive files, being sure to label and store them consistently. Likewise, go through your archive files and see if you can throw anything out. (Be sure to shred sensitive documents.)
For electronic files, there are many applications to help you archive your data. Many e-mail applications offer an automatic archive feature. Likewise, you can move files to a CD, DVD, or external storage area. This is also a good time to perform a backup of your entire system.
E-mail can be a great time-saver, but it can also be a great time waster, too. This module will give you some tools to manage your e-mail time wisely. We’ll also look at how to take back your life from your handheld device.
Like other routine tasks (such as returning phone calls, handling paper mail, and checking voice mail), e-mail is best handled in batches at regularly scheduled times of the day. We suggest setting aside a period of time at the beginning of the day, right before or after lunch, and at the end of the day. During that period, focus on getting your inbox cleaned out. If you can’t get it all done during your designated time frame, decide whether to extend the time frame, let it wait until your next e-mail session, or use the five-minute rule and work on it throughout the day.
If your business requires you to be more responsive, try setting your e-mail program to download e-mail every 30 to 60 minutes, rather than every minute. This will prevent you from being distracted and help you maintain a more continuous workflow.
When reviewing your e-mail, try to take action right away to keep your inbox as clear as possible. You can:
- Read it, and then file or delete it
- Reply to it and then file it
- Delete it without taking any other action (appropriate for junk mail)
- Forward it and file it
- Mark it for follow-up (appropriate when you need to gather information before replying)
You might not know it, but your e-mail program can probably take over some of your daily tasks. Most e-mail programs include tools to save you time and reduce the time you spend dealing with e-mail.
Our favorite features include:
- Custom folders (much like the folders on your hard drive)
- Rules to move e-mails to folders, or perform other actions upon certain triggers
- Colored flags, including follow-up flags with reminders
- Categories or keywords
- Search tools
- Junk mail filtering
- Auto-archive and e-mail cleanup
- Integrated task, calendar, and contact management systems
Our challenge to you: take five minutes each day to see what your e-mail program can do for you!
Procrastination means delaying a task (or even several tasks) that should be a priority. The ability to overcome procrastination and tackle the important actions that have the biggest positive impact in your life is a hallmark of the most successful people out there.
There are many reasons why we tend to procrastinate, including:
- No clear deadline
- Inadequate resources available (time, money, information, etc.)
- Don’t know where to begin
- Task feels overwhelming
- No passion for doing the work
- Fear of failure or success
Taking Time Back from Handheld Devices
Disruptions are the biggest obstacle towards being more productive. We have already talked about handling e-mail and unannounced visitors. Another major source of disruptions, ironically, can come from handheld devices, cell phones, smart phones, and BlackBerries. Now you can be interrupted anywhere, anytime!
To ensure that your handheld device increases (rather than decreases) your productivity, try these tips.
- Turn off as many notifications as possible.
- Use your device for work or home – not both.
- Give your number to essential people only.
- If you’re at your desk, set the device aside.
- Use voice mail and automatic reply to let people know when you’ll be away from your desk.
- Set your device to vibrate in meetings, or turn it off if possible.
Why do you procrastinate? Understanding your personal reasons will help you create a solution that will work for you. Your ability to select your most important task at any given moment, and then to start on that task and get it done both quickly and well, will probably have greatest impact on your success than any other quality or skill you can develop! If you nurture the habit of setting clear priorities and getting important tasks quickly finished, the majority of your time management issues will simply fade away.
Dr. Akindotun Merino is a Professor of Psychology, CEO of Jars Group and Mental Health Commissioner in California. Feel free to share your successes and challenges:
Prof. Akindotun Merino
info@akinmerino.com
YouTube.com/akinmerino
Instagram: @drakinmerino: Twitter: @drakindotun
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