TL;DR
Start by deciding which tools matter most for your job, clear out anything no longer relevant, and keep your most-used tools closest to you. Give every type of item its own space, set up one landing spot for materials that arrive during the day, and keep a holding zone for work in progress.
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
Keep reading
- Home Office Design, Organizing Desk Configuration (part 1)The L-shaped desk setup that keeps paper off your desktop.
- A Space Efficient Way to Organize Office SuppliesA rolling supply cart for an office that shares a guest room.
Frequently asked questions
How do I organize a small, busy work desk?
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Decide which tools are most important to your job, get rid of materials that are no longer relevant, keep the tools you use most closest to you, and assign a functional space for each type of item.
What should I do with materials that arrive all day long?
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Designate an inbound place for new materials to land, then create a holding zone for the things you are actively using. That way, incoming items don’t spread across your desk and work in progress always has a home.
How should I handle piles of business cards?
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Scan your business cards and export the details to a contact database. The information stays searchable, and the stack of cards no longer takes up space on your desk.
How do I organize a desk that other people share?
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Start by talking through how work flows in and out during the week. Kathi did this with a news producer whose small desk was shared by other staff, so each type of material could have a clear category and a place to live while in progress.
Why does my organizing system keep breaking down?
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A system lasts when it fits how you think and how your work moves through the week. Kathi builds each workspace around the person’s real workflow, and with a complex schedule she treats the setup as a work in progress until it runs on its own.
For a moment I thought you had posted pix of Eliot’s desk. You did the same thing over here! You are the BEST!