The Productivity Guru: Do Looks Really Matter?

I get asked this question all the time about office workspaces. Many people in business hire me to help make their space "look" better. They are quite surprised when I explain to them that looks really don't matter to me when it comes to organization, but function does!

I have seen some of the slickest and most beautiful systems implemented into workspaces, but when I ask "How does it work for you?" the answer is usually that they can't find anything! This tells me that these systems aren't the most functional or useful. Isn't the point of a system to support you in your daily life? The real question is "how is your space working for you?" If your systems feel frustrating to you more than a few times a week, then it is definitely time for an overhaul.

Here's a quick "Workplace Systems Refresher" for you!

Systems are the backbone to any well functioning space.

Your systems will certainly evolve and change over time, based on where you're at with work and projects and life, but in general, think of your systems as the backbone or framework of your life.

Systems should correspond to the wiring of your brain and how you think.

Your systems are only useful if they work for you based on how you think. Everyone's brain is wired differently when it comes to how they filter and process information. Generally people fall into one or a combination of these filters: Visual, Auditory, Kinesthetic, or Tactile. Therefore, your system needs to align with how you think. If you don't set up your systems, how can they work for you? This is where "inherited systems" can become a challenge. Someone else set them up, you moved into their position, you're still operating out of their system, and you're feeling frustrated all the time because you can't find anything. Sound familiar? If so, it is definitely time to start over based on how YOU think and how YOU operate.

Systems should correspond to your CURRENT projects and CURRENT workload.

This is the main reason that systems get outdated & become stagnant and non-functioning. Usually when a system gets implemented and doesn't get "tended to," it becomes obsolete. Your system is of no use to you if you aren't keeping up with it and keeping it current. All of your systems should reflect your current life. Once life takes a detour (which it will, of course), then your systems need to align with those twists and turns. For example, if you are finished with a project that has been living in your main file drawer and you don't remove it, label it, and archive or dismantle it, then it is no longer current and starts to clog up your system. It's impossible to create new while you're still operating out of the old.

Take time to Equalize... if not everyday at least a few times a week.

A system is an ever-changing, always evolving entity. Therefore, by creating the time (just a few minutes at the end of each day) and using this time to equalize your space (clean up, put things away, reorganize for the upcoming day), you will be able to keep your systems clean and current. Without equalizing, your system will quickly become obsolete and not be kept current enough to be useful. So, even if not everyday, then at least try to take 15 minutes at the end of the week and get your space to a point where you are comfortable.

The take-away question to ask yourself is this: when it comes to functionality, how well are my systems supporting me? If your answer is one of the following: "What systems?" or "Not very well," then consider putting aside a few hours to upgrade your systems in your workspace. Whether your files need a facelift or your email and e-documents could use some systemizing, the time will be well spent if you can avoid feeling frustrated and be able to find what you are looking for when you need it!