///As I wrapped up with my Office Overhaul Winner (OOW) a couple of months ago,
LivingBluPrints began to shift its offerings a bit. While I continue to work with
clients on the physical alignment of their spaces, this is only one component of a
broader Productivity Consulting Program offering.///
Some of you may recall that I ran a contest in the Spring for a Home Office Overhaul. A local wedding photographer applied indicating the *Best* result of an Overhaul would be an increase in his productivity since his space (which is at the landing of the second floor of his home) is small and often cluttered (before image at right).
OOW expressed that by getting his physical space in order he would be able to reach a higher potential with his (already) successful part-time photography business. Like most who are looking to increase productivity, OOW is already accomplishing SO, SO much… his photography is really remarkable, he maintains a FT job, and has 3 really little (adorable) boys!! His space AND his time are pretty tapped!
An ordered physical space can buoy anyone. Speaking for myself, I am more energized in a clear, open, aesthetically pleasing space, and I think this is the **preference of most.
[**While this is the preference for most, some things that get in the way of an ordered space include:
- lack of basic skills
- lack of good systems
- other priorities
- simple exhaustion and sometimes laziness – (one of my childhood nicknames-> “Lazy Linda” !!)
I’m passionate about working with people to overcome the above!!]
Part I of OOW’s Overhaul
I first met with OOW in June and we got rid of a TON of books, paperwork, and other items that just weren’t necessary or “enhancing” his space. OOW and his wife had previously decided to have hard-wood floors installed the weekend of July 4th, and you’ll see it made a major impact on the final outcome.
on Decor
OOW didn’t want to change wall color; and with his desk being a warm
wooden piece, the new floors so rich, and his collection of books and other treasured
items adding character, the space has a visual appeal without the addition of wall color.
tasks generated in the Process
You might find, that when cleaning up/organizing any space, a number of *tasks*
occur to you as you uncover papers and items… I encourage you to keep a pen and pad close by, or use your phone (notepad app), and jot them down. This is what we did as we went through OOW’s space… I kept track of the various “todos” that came up … His list was long, but filled with important tasks that will enhance his life and business.
In order to keep from feeling overwhelmed, I encouraged OOW to work on the todos in 15 minute spurts. For example, since he is often up at the wee hours of the night editing photos… I suggested that maybe when his eyes are getting heavy, he could stop, set a timer for 15 minutes, and work on one of the “todos” for that limited period of time. The change in activity would hopefully revitalize OOW – and he’d be moving his task forward.
[Slow and steady wins the race – it’s not about getting it crossed off within the 15 minutes, it’s about working a little bit on a regular basis, in manageable chunks of time > it’s like the laundry … a small load every other day (or so) is WAY more manageable than mega-loads every three weeks… especially if you have a great system in place… ]
In addition to jotting down the tasks, it can also help to have a “todo” box, (trey, or other physical “landing pad”)…for example, OOW has a collection of business cards from wedding vendors whom he’d like to add to his contacts database – this “todo” isn’t just a bullet on a list, it has a physical component (the cards) needed in order to fulfill the project! It’s nice to know where to find those when the 15 minutes presents itself!
Final note on the “todos” – in addition to working them in 15 minutes, I also encouraged OOW to think of the Very Next Action (VNA) with regard to each. For the vendor contact database, the VNA could be to quickly sort all of the cards by vendor type, so the categories are clearly established from the start. Or maybe the VNA is to be sure he knows the user name and password for the contacts database software.
on Paper management
If you are drowning in paperwork, you are not alone. As much as we think we are a “paperless” society, most of us still have a lot of it in our lives, and many rely on it very specific ways. A basic way to approach piles of paperwork is to do a VERY quick sort (of everything) to 3 piles: “todo,” to toss, to file. I’ve discussed “todo” a bit above, “to toss” is obvious (be liberal!), and for “to file,” keep it simple!! Call things what they are / what comes to you right away (don’t create some crazy complicated system with subsystems!! e.g. – my car docs are filed under S for Subaru – because that makes sense to me!!)
OOW had a fair amount of “to file” paperwork, but it essentially fell into just a few very broad categories:
- contracts <perhaps file these, along with checklists by wedding date, then client name…>
- checklists (this is information that OOW needs in from the bride and groom ahead of time)
- receipts <these can be filed all in one box, or file, by year – and then handed to an accountant!>
- wedding reference/inspiration <these, and the TYs/testimonials should be reviewed on occasion so that stellar info remains fresh on OOW’s marketing materials/website>
- TYs / testimonials
My color coding above is more to illustrate what those categories have in common (and maybe they could be “next to” each other in the filing drawer). I don’t recommend filing by color, unless you’ve always done it and it makes total sense to you!! I do use colored files personally, but it’s totally random – and the random color (and label maker tabs) makes me happy when I open the drawer (I normally HATE filing, but this type of thing has totally changed it for me).
So how does the space look now, you ask?! Below are some after shots (and more likely coming from OOW himself). OOW reports that he’s been keeping everything much tidier since our work together… (You can click on them to make them bigger.)
I also did a mini-overhaul on his vision board -> left-over paint, fabric, and some spray adhesive can do amazing things!
I’ve heard that some of you have been inspired to make changes to your office spaces recently. I’d love the hear about them in the comments below! If you decided to make some changes, remember, you can do so much in 15 minute chunks of time! I wish you increased productivity in aesthetically pleasing spaces!!
Recent Comments