I had so much fun organizing my client’s office space because I was really able to tap into my creative side when it came to designing an organized space. I really believe that the more fun you have with organizing then the less it will feel like completing a daunting task.
As a busy and sought out Physical Therapist who can see up to 6 patients a day, it can be quite a challenge for my client to maintain a clear office space. I understand that their main concern is providing the best quality care for their patients, so tidying a desk after a long day can seem like a low priority.
Before I started organizing, I had to assess the space and determine the appropriate organizational products to use. I also had to take into consideration that the office space was being shared with two other coworkers and ensure that the products would not overpower their spaces.
As you can see, my client’s desk was completely covered with folders, paperwork, notebooks and so much more. I can understand how my client reached their breaking point and decided to get organized. In my profession, I’ve seen it all and I always tell my clients that their space is capable of being organized (while they look at me in disbelief) but after they view the transformation then they become believers.
So, where does one even begin? First, it is important to determine your vision for your office space before you make any purchases or changes. You should think about:
These may seem like silly questions to ask yourself but it’s necessary when it comes to constructing the most effective and organized office space. If you work more towards the left-side of your desk then that side should be kept clear. If there are items such as charts, folders and binders that you don’t reference on daily basis then they should be kept higher up or concealed. Why? The goal is to create a system that is efficient and will work for you.
It is important to determine the vision of your office before any purchases or changes occur.
My first priority was to create a storage system for the medical charts that my client references everyday. The charts were sorted through and then placed in alphabetic order. I utilized 3 DocuPockets as a storage system for charts that had been processed, waiting to be processed and scheduled next day appointments. By utilizing the wall space, I was able to free up desk-space for the client to use when writing notes. I intentionally placed the DocuPockets by the front door to make them easily accessible for my client to grab and go. Be sure to check with your supervisor or office manager before placing holes in the wall. Fortunately, my client had approval to do so before I put my muscles to work when using a hammer and a few nails. A clipboard was also used as an organizing solution to maximize wall space and serve as a paper holder. I love incorporating clipboards into a space because you maximize so much vertical space at such a low-cost.
Afterwards, I continued to maximize the wall space and utilized adhesive corkboards. The before photo shows my client’s affinity for post-its and the corkboards were a great solution. There were various department numbers written on the post-its; so, I used each corkboard to represent a different department. By doing this, it made it easier for my client to locate a department number when a call had to be made. My client is not alone when it comes to being post-it happy, I live by them as well because they’re so resourceful. But as long as post-its are sorted through and handled accordingly then continue to use them as much as you like.
The desk-space was the easiest part to organize because the items that once adorned the desk were cleared away. The client’s desk is now only filled with items that they need to access daily. As for the leftover folders and charts, I used a metal file sorter that the client already owned and stored it directly underneath the DocuPockets. During the assessment phase, I was also able to identify a small organizer the client already owned to store small, personal items. Lastly, to the far right of the desk, a desktop file drawer was used to store articles that the client could reference when needed.
You don't need to spend a lot of money to become organized - just a vision and a solid system.
Overall, this project took about 3 ½ hours to complete. By assessing the space beforehand, I was able to determine which organizing products would provide the best solution for my client to be productive which were the: DocuPockets, adhesive cork-boards and file drawer. My client spent just a little over $30 for the organizing products used which will enhance their quality of work. This is a great example that you don’t need to spend a lot of money to become organized just a vision and a solid system.
First impressions are everything and believe it or not – your office space makes an introduction before you even open your mouth to utter a word. You could be the most productive and effective worker but if your desk is cluttered with papers then that could send the wrong message. The ideal office space should be clutter-free and organized with definitive systems that will work for you. It’s quite possible to navigate through piles of paper covering your desk or sift through papers that are spilling out of the drawers but that’s not conducive to productivity. You are more likely to spend most of your time searching for what you need instead of completing your actual work. Your time and energy should be focused on working and achieving daily goals that you have set for the day.
I followed up with the client several months later to see how well they were doing with maintaining their new space. The client’s space is still organized and the implemented systems are still in place. I would also like to add that the client’s co-workers were also envious of my client’s new space - I mean do you blame them? When you create a system that works for you then you don’t have to do any work because systems are similar to a map - they guide you every step of the way. I am super proud of this client for being able to maintain their work-space.
As, a special treat for reading this blog post, please download the '9-5 Grind Time Printable.' I guarantee that once you organize your space you will become more productive. To ensure you stay on task while at work, use the printable to outline 3 attainable goals and your schedule for the day. Be sure to show me how you're staying productive at work by using the hashtag: #organizewithsole