The Productivity Guru: Does Your Work "Flow"?

Workflow is one of those concepts that people either "get" or don't understand at all. Usually, the ones that don't understand it don't have it. In order to really get things done, there has to be a "flow" to your work - how it comes towards you, moves away from you and what happens to it in between those times.

Here's a fool proof system for assessing and re-structuring your flow of work to ensure maximum efficiency and productivity.

In, Out, Working, Pending

In = anything that is coming AT you that you aren't able to work on just yet. These items need a place to live until you can get to them. Often, they just get piled on top of what is already there, creating more of what I call the great paper shuffle. Find a box, letter tray, bin or upright holder (depending on the size appropriate for your personal work needs) where things can sit until you are ready to attack them.

Out = anything that is moving AWAY from you. There is no need to get up every time you finish something to bring it back to someone, fax it, print it, scan it, or do whatever needs to be done outside of your workspace at that time. Once you have finished something, don't interrupt your workflow... move it to the Out area (again, a bin or tray or box) and take the final step of physical movement the next time you take a break or head off to a meeting.

Working = the area where you actually work. Put your arms out in front of you and make a circle. This is the space that you need to work at your desk. The goal is to keep this clear unless you are in the midst of working on something.

Pending = of course, most of our work is pending, right? Projects, files, items for signing, items that need a place to live while you are working on them. The most ideal place for this is what I call your Prime Real Estate drawer in your desk. This is the pull-out desk drawer to the right or left of where you are sitting and it is the absolute best place to keep all of the items you are currently working on together in one place for easy access.

Once you have this system in place, work can flow through your workspace more efficiently. And, most importantly, you'll be able to focus on what's in front of you, knowing that everything is in its assigned place when it's time to move on to the next task.