TeachMarket.com

By Catherine Christensen

How do you plan the workspace that is perfect for you? The type that keeps you organized, focused on business while it inspires you and boosts your productivity?

1. Plan a space that meets your needs rather than someone else’s idea of what your office should look like.

• Space. Imagine that you have the freedom to create the space of your dreams. Where is it? At home or downtown or a studio? What do you need to have in it? List the equipment you need, the storage you need for supplies and possibly inventory. How much privacy do you need? Where do you work at your best — with people around you or in complete quiet with no disturbances? Does your business require meeting space? Will clients or consultants be stopping by or will you be working outside your office for these types of contacts?
   
• Location. Find the space you need to meet your identified needs. Is it a room in your home or perhaps a separate building on your property? Is it a rented office? Perhaps you want to consider shared office space from a company that can provide meeting rooms and reception services on an “as needed” basis.
   
• Storage. How much stuff do you need in your office? Paperwork can be organized in filing cabinets or in boxes on shelves, but how about those six year old tax forms? Is there a space to store old items away from your everyday work space? Do you have an inventory? If you do, then you need to find a place to have it easily accessible and organized for quick access. Carefully planning storage can make your office efficient and a pleasure to work in.
   
• Furniture. Many articles on office planning insist on a set list of items for an office (desk, chair, bookcase, filing cabinet). However, this is the time for some of your creative juices to start flowing. Instead of a traditional desk, you can use a beautiful table that is big enough to spread out your work. Perhaps you work better on your feet and a large whiteboard on the wall would help you develop your ideas. A beautiful carpet underfoot and inspiring artwork can also make your office a great place to spend your day. If you do a lot of reading, consider putting a reading corner in your office with a comfortable chair and side table.
   
• Equipment. Most businesses require the basics of a computer and printer, phone, and fax. For your computer, do you need a desktop or a laptop with a wireless connection? Do you need other equipment that is specialized to your business such as a headset or drafting board? If you use video or imaging, you might need to put in a screen or TV to watch these images.

2. Put your office together in a way that makes sense.

• Placement. Put key equipment in a configuration that works with your style. Only you can decide what should go where — do you need an L-shaped configuration or would two desks parallel to each other work better?
   
• Organization. Your work pattern will decide how tasks should be laid out in your office. Do you need to create separate centers for different tasks? Perhaps you prefer to have all your projects within easy reach. The key is to be able to find what you need quickly so develop a system that makes it easy for you.
   
• Ergonomics. Make sure you have work surfaces at the correct height for your body size and the height of your work surfaces. If you are getting tired quickly or ache at the end of the day, you need to adjust your seating. Consider a foot rest for one or both feet under the desk to take pressure off your lower back. A great piece of advice from a prolific writer is to have a jug of water on your desk and keep drinking — this will make you get up from time-to-time and stretch those muscles no matter how busy you are.

3. Create an atmosphere that you love to work in.

• Personalize. Remember, this is your office. Surround yourself with a color that gives you energy or provides much needed focus. Create vignettes of inspiring items so that your goals and purpose of being in business are easily seen for those tougher days. When you glance up from your computer, do you see something that gives you a smile or a boost? That is the kind of office you want to have.
   
• Clean and Tidy. This is a matter of efficiency. For some, cleaning their desk at the end of the day is a signal that their work day is complete. For others, they tidy up first thing in the morning. Still others prefer to lay out the work of the next day so it is ready to tackle first thing. Keeping it tidy each day is far easier than trying to do it once every six months.
   
• Lighting. As much as you may enjoy working only by the glow of your computer screen in the middle of the night, it is a strain on your eyes. You need to comfortably see what you are reading, so invest in lighting in the areas where you need it, whether on your desk, overhead or beside a chair.

You can have the office of your dreams to go with the business of your dreams. Planning and seeking out the best solutions for you is the answer. Now get started!

Catherine Christensen is a full-time business woman in Calgary, Canada. She operates a real estate staging business called Designs of the World. Recently she began assisting with the organization of events for business people to meet each other and successful role models such as CEOs who built major companies from very small beginnings. She is also involved in Canadian Women in Business which is an organization that provides a forum for like-minded business women to learn and connect.