Office Space

11 Smart Ways to Maximize Desk Space

Dr Penny Pincher — Tue, 10 Jan 2017 10:30:39 +0000

A few years ago, I had a large office with a big desk at work and my home office was a 500 square foot unfinished basement with six tables set up to make a very large desk area. Fast forward to today, and my workspace has been reduced to a small cubicle at work and no desk space at home. Yet I am more productive than ever. How did I increase my productivity after losing almost all of my desk space?

For one thing, I wasn't getting much value from my copious amount of desk space. I used my work surfaces mostly to store stacks of papers and research materials I was saving and various office equipment and supplies. It was sometimes handy to have most of my stuff out where I could see it, but the chaos of this arrangement outweighed any real productivity benefits. With all of the stuff piled around on my desk space, I effectively had a small desk anyway!

Having precious little desk space has forced me to stay highly organized. Instead of setting things aside to sort or file later, I take control of potential clutter before it takes control of my desk. When I am ready to work on something, I can quickly find the needed items and get only these things out to work on. It is easier to focus on the task at hand without so much unfinished business staring me in the face from all corners of my desk.

Here are some smart ways to maximize your minimal desk space.

1. Go Full Digital

One of the big improvements I made to help me stay productive with little desk space is moving from analog to digital. In the old days, I had literally hundreds of pounds of paper documents in file cabinets and piled on my desk. I also had lots of notebooks with handwritten notes. The problem with analog stuff is that it takes a lot of effort to keep files organized and find the right material when you need it. I realized that my paper records were basically useless since I couldn't find anything and it wasn't worth the huge effort to organize the old papers.

Now I keep all of my documents, research articles, and photos in digital form on my computer. I use paper documents only occasionally when I want to take notes while I am working on something. Then I scan in or type up my notes and then recycle the papers. I can search my digital files by keyword and date, and the digital files take up no room at all. If you store your data on the cloud, you can have access to all of your digital files from anywhere — home, work, or on the road.

2. Get Rid of Stuff

Are you really going to look at that stack of old magazines or papers again? Do you think you will ever use your zip drive again? At some point, it's time to just get rid of stuff you don't need and get your desk space back.

3. Add a Clean Desk Policy

I clear my desk at the end of every single day. When I had a large chaotic desk, this would have been unimaginable. In those days, I liked the idea of having papers, articles, and notes stacked around on my desk. I thought it gave the impression that I was busy and working on important things.

Then one day, I had a meeting with a very successful colleague in his office. His desk was totally clear except for a couple of framed photos and the paper that we were meeting to discuss. He didn't feel the need to leave stacks of papers and things around to impress people. I could tell that he impressed people by focusing and getting things done. His highly organized desk impressed me, and I decided to make a change.

Now I only get things out as I need them and put everything away at the end of the day. I keep my papers and other materials organized so I can easily find what I need when it is time to get materials out again to work on them. A small desk space seems a lot bigger when you keep it cleared.

4. Look Out Below

Even though my desk space is not very large, there is an equal amount of floor space under the desk. Most people underutilize this valuable storage space. It's actually a handy place to keep things close, yet out of the way. Use the forgotten under-the-desk space to get things off your desk so you can use all of your desk space productively as a work surface.

5. Send Stuff to Storage

During my recent office move, I sent a lot of equipment and materials out of my office to be stored somewhere else. I made a spreadsheet of all of the items that I moved out and noted where I stored them. Take a few minutes to label what's inside your storage boxes and label items with your name to make them easier to get back if you need them again. Store stuff that you rarely use away from your office to give yourself more desk space and boost your productivity.

6. Shrink Down

Use smaller equipment such as a laptop or tablet that you can easily move or put away to maximize availability of your desk space as a work surface. Get rid of equipment you don't need, such as a personal printer if there is an alternative you can use on the network.

7. Incorporate an Ergonomic Arrangement

Arrange the items on your desk based on how much time you spend using them. For most people, the highest priority should be to arrange your chair and computer in the best possible location at your desk since this is where most of your time is spent. Next, find a convenient space for the phone and reserve some clear desk space to read papers and take notes while you are working. I set up a desk light over the space where I read papers, which makes reading easier and makes my office seem larger.

8. Create Some Cord Control

Don't let out-of-control cables, power cords, and power supply bricks eat up your valuable desk space. Route cables behind equipment and under the desk to keep them off your desk space, and use cable ties to keep cables where you want them. You might even benefit by getting rid of some cords altogether — get an inexpensive cordless keyboard and mouse to get rid of a couple cords and gain some flexibility in how you can work at your desk.

9. File It Down

If you need to keep paper documents, thin them down to keep only the ones you really need. Then organize these important papers so you can easily find them later. Divide up your papers into piles by category, write the category names on file folders, and put them into a file cabinet instead of on your desk. Those papers that are cluttering up your desk should easily fit into only a few inches of file cabinet space in hanging files.

10. Reuse, Recycle

Use recycled items for handy organizers and storage:

Plastic food containers can store office supplies and miscellaneous hardware.
Shoeboxes make great storage containers for larger office supplies and project materials. If you don't like using cardboard shoe boxes, you can get inexpensive clear plastic boxes so you can see what is inside.

Group related materials together in storage containers to make kits that you can store in a drawer or under your desk and get out when you are working on a certain type of project on your desk surface.

11. Set up a Remote Desktop

Set yourself up to take your computer and files with you and work productively away from your desk — at a coffee shop or in a conference room, for example. There are advantages to not being tied down to working at your desk. By being mobile, you can give yourself a bigger desk whenever you have a task that requires a lot of desk space, or if you just want to work at a big desk.

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This article is from Dr Penny Pincher of Wise Bread, an award-winning personal finance and credit card comparison website. Read more great articles from Wise Bread:

Best Money Tips: Ways to Personalize Your Office Space

Ashley Jacobs — Thu, 11 Apr 2013 10:00:32 +0000

Welcome to Wise Bread's Best Money Tips Roundup! Today we found some great articles on ways to personalize your office space, using the internet to find your next job, and ways to save on your tax bill.

7 Secrets About Life and Career From "Office Space"

Paul Michael — Mon, 14 Jan 2013 10:48:43 +0000

Let’s get one thing clear — I don’t think Mike Judge wrote the movie “Office Space” to help people improve their career prospects or “find themselves.” It’s a funny, and searing, indictment on the modern workplace (aka cubicle farms), and it did the job so well, it’s become one of the best-selling DVDs ever.

But when you get beneath the oft-repeated quotes (“Hey Peter, what’s happening,” “Looks like someone has a case of the Mun-days,” and “I believe you have my stapler”) there’s a lot more to “Office Space” than great satire.

So let’s look at seven work and life lessons we can all learn from the movie. (See also: Financial Lessons From "The Hunger Games")

1. Life’s Too Short to Work at a Job You Hate

Peter Gibbons hates his job. Every day is a prison sentence. In fact, he confesses to a shrink that every day is the worst day of his life:

So I was sitting in my cubicle today, and I realized, ever since I started working, every single day of my life has been worse than the day before it. So that means that every single day that you see me, that's on the worst day of my life.

His best friends and co-workers Michael Bolton and Samir Nagheenanajar also dislike their jobs but not with the same disdain and loathing as Peter. Even the squirrelly Milton Waddams has major issues, as he is constantly moved and demoted. And across the street, Peter’s girlfriend Joanna hates her job at Chotchkie’s, where flair must be worn to keep the customers happy.

In short, everybody in “Office Space” seems to hate their jobs.

In a bad economy, people are thankful to have any job at all, so advising you all to quit your awful jobs and wait for something better to come along is not what I have in mind. But if you don’t have a better job lined up, work at making your current job easier to tolerate. Many of the big problems are never going to change, but you can change your outlook on them. I’ve done it myself, and sometimes I have to remind myself to do it or fall into the trap of whining and complaining. Don’t let hate, anger, and apathy rule your working life.

2. You Have the Ability to Change Your Work Environment

Directly related to the point above, "Office Space" shows us what happens when a guy who hates his job makes it completely livable. When Peter gets hypnotized by the psychiatrist, his paradigm shifts. He decides to lay in bed all day and not go into the office on the weekend. He becomes completely honest with “the Bobs,” the consultants brought in to make staff cut recommendations, and it does him credit. He removes one of the walls of his cubicle to see the scenery. He changes what was seemingly unchangeable, and he becomes better for it.

Sleeping in all day when we should be at work is probably not an option for most of us. We can’t go hacking up the furniture and building. But we can make changes, however small, that help us out. If you really hate your work environment, see if you can change it. Maybe you can be moved to a different area. Maybe you can get a better view. Is the lighting awful? Can you have it switched off, and bring in your own ambient lighting? Can you work flexible hours, maybe to avoid bad traffic or work around a schedule you prefer? Employers are more accommodating than you’d think, and even the smallest changes could make a big difference to your happiness.

3. Your Dreams Can Come True (in the Strangest Ways)

Consider Tom Smykowski, the mustachioed anxiety-ridden “people person” who was one of the first to get axed by “the Bobs.” He had an idea. Not a great idea. Not even a mediocre idea. It was the “Jump to Conclusions” mat, and it was his version of the Pet Rock. Basically, he took the Twister mat concept and put different conclusions on it, that the user could them jump to.

As Michael Bolton said, with a sigh, “That’s the worst idea I’ve ever heard in my life...”

But it was Tom’s baby. He loved it. We wanted it to happen. And when he got fired, his failed suicide attempt resulted in a bizarre accident that got him a seven-figure settlement from the auto insurance company.

Yes, he was in a neck brace and back brace, he and broke every major bone in his body. But he was also the creator of the Jump to Conclusions mat! His dream came true, and at a time when he should have been at his lowest.

So whether you have a terrible idea like the Jump to Conclusions mat, or something that actually has a chance of being bought and used, never give up on your dream. Life has this habit of delivering right when you least expect it.

4. Don’t Be Afraid to Visit the Therapist

If you’re having major problems with your job, your direction in life, or even your relationship, then do not rule out therapy. Most insurance plans cover therapy with a co-pay for at least a few months of weekly sessions. And once you get over the hurdle of admitting you need help, those sessions can help you find some balance and peace.

Peter went to an occupational therapist who tried to hypnotize him, and during the process, the therapist died and left Peter in a trance. The trance became the most significant improvement in his adult life. Or at least, it was the catalyst.

Therapy can be a great way to help you relieve some of the burden. Talking about your problems can help you resolve them. And you could finally figure out the direction you want to take in life, if you haven’t done so already.

5. Deal With Small Irritations Before They Become Big Problems

Corporate accounts payable, Nina speaking. Just a moment! Corporate accounts payable, Nina speaking. Just a moment! Corporate accounts payable, Nina speaking. Just a moment! Corporate accounts payable, Nina speaking. Just a moment!

If you hear that hour after hour, day after day, eventually you’re going to snap. And you can’t snap if you want to keep your job.

Find a way to neutralize the little annoyances before the straw breaks the camel’s back. Maybe it requires the wearing of headphones or moving to a different place in the building. Sometimes all it takes is a little conversation. I have heard stories at my current job of a woman who used to spray perfume and deodorant at least once an hour. There was a cloud of the stuff hanging over her cubicle. It was resolved with just a quick conversation, but not after several people went months complaining to each other but not to the person who could do something about it.

6. It’s Not a Good Job If It Makes You Unhappy

Two people in the movie start out with what many would consider “good jobs” only to end up with jobs that most would consider awful. Peter goes from working an office job, with a suit, tie, and business card, to cleaning up on a construction crew. He’s happier with his hard hat and shovel, working in the sunshine, than he ever was in his grey cubicle.

We also meet Steve, a guy selling magazine subscriptions door-to-door. He pretends to be a former crack addict, but he’s actually a former software engineer, just like Peter, who now makes more money selling magazines. And he likes it.

So, don’t think that the job you’re in is the one you need to stay in. Don’t even think the career you chose is set in stone. Life gives us plenty of chances to change paths. We can retrain. We can set up our own home businesses. I’ve talked to several people this week who quit corporate jobs to start eBay businesses, work their own hours, and avoid the kind of stress that comes with corporate politics.

7. Get Your Facts Straight Before You Act

There are several instances in “Office Space” that illustrate the dangers of hearing things second hand, or misunderstanding what you’ve been told.

Peter believes his girlfriend once had a relationship with his boss, Bill Lumbergh, a vile, soulless pig of a man. Turns out it was a different Lumbergh, but that didn’t stop them almost breaking up.

Peter assumes that the software he installed to steal fractions of pennies from his company would result in a lenient, country club prison sentence with conjugal visits. He was way off.

Michael assumes that because he works hard, and Peter is flaky, it will be Peter that will be the one getting marching orders from the efficiency experts. Actually, both he and his friend Samir are getting the ax. Peter is getting a promotion.

You never know what anyone’s plans are until you see them yourself or you hear them from several legitimate sources. So, don’t worry about rumors, and don’t play the gossip games. They will only hurt you and your career.

Can you recall any work/life lessons from "Office Space" I may have missed? Please share them in comments!

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This article is from Paul Michael of Wise Bread, an award-winning personal finance and credit card comparison website. Read more great articles from Wise Bread:

3 Things to Know Before Subleasing Your Office Space

Barbara Weltman — Sun, 18 Sep 2011 21:47:40 +0000

Link:

http://www.openforum.com/articles/3-things-to-know-before-subleasing-your-office...

If you are relocating and can’t get out of your lease or have downsized because of the economy and want to defray some of the rent, consider subleasing to another business. This can help tremendously with your cash flow.

1. Determine if You are Permitted to Sublet

Check your lease to make sure you are permitted to sublet. A specific sublease clause may limit the amount of space you are permitted to sublet, such as 25 percent. If you sublet more space than you are allowed to, the landlord usually has a “right of recapture” to take back your unused space and lease it out directly. Whether the landlord exercises the right depends on the commercial realty market. According to Cushman & Wakefield, office vacancy rates in major markets have declined by 71 percent since 2007. You’ll need to check with your landlord about intentions to recapture space you no longer want.

If you are trying to get out of your entire space because you have decided you (and any employees) can work from home and drastically cut overhead, are simply relocating, or going out of business, again, you may or may not be able to do so. If the landlord has the right of recapture and is willing to exercise the right, it may be better to let this happen so that you avoid the obligation of staying on top of collecting rent from the subtenant. However, in a tough market, you may be paying the landlord more than could be charged for re-leasing the space, so you’ll be stuck for the time being.

2. Decide What to Charge

Typically, you cannot expect to receive the same amount of rent you’re paying for the space because subtenants are looking for bargains. However, in markets where commercial space is at a premium and you’re in a position to charge more than your actual rent, you may have to split any profits with the landlord.

Check your lease to see whether there is such a provision to split rents from a subtenant exceeding your rental amount and what the split is (such as 50-50). Look to see whether the split is net of any expenses, such as advertising, commissions, and legal fees, which you’ll probably incur to find a subtenant.

3. Finalize the Arrangement

Depending on the amount or type of space you’re subleasing, you may be required to make some structural changes to your space to accommodate a subtenant. For example, if you have a suite of offices and want to sublet one of them, you may have to put up a barrier and give that office access to a hallway. Any changes you make must, of course, conform to the building code.

You also need to make a contract with the subtenant for the space. The contract may be a sublease for a percentage of your space. Alternatively, you may contract to allow another business to use a desk within your office. This is called a “desk-sharing arrangement.” Be sure your agreement spells out what services and access this subtenant may be entitled to, such as use of the receptionist, a kitchen area, and the photocopier.

Bottom Line

Don’t try to write a sublease yourself. Work with a real estate agent who can make sure the agreement conforms to your existing lease and protects your interests.

If you want to learn more about becoming a subtenant, see last week's, What to Know about Subleasing Office Space.

This article is from Barbara Weltman of Wise Bread, an award-winning personal finance and credit card comparison website. Read more great articles from Wise Bread:

What to Know about Subleasing Office Space

Barbara Weltman — Tue, 13 Sep 2011 18:27:32 +0000

Link:

http://www.openforum.com/articles/what-to-know-about-subleasing-office-space

If you are looking for office space but don’t want to make a long-term, costly commitment, subleasing space may be a good solution. In most markets today, you’ll be able to obtain as little or as much space as you need now at an attractive monthly rate. Before you sign on the dotted line, be sure to understand how subleasing works.

What You’ll Pay

The tenant who is subleasing space to you theoretically is free to charge any amount of rent. However, in most markets, a subtenant (that’s you) pays less to the tenant for the space than the tenant is paying. In most parts of the country, this is now a tenant’s market. Demand for commercial space is low, so tenants can command lower rents and greater breaks from landlords. As a result, you can probably find attractive space, but shop around and negotiate hard before you make a final decision.

What You’ll Get

As a subtenant, you cannot negotiate or make any changes in the main lease between the landlord and the tenant you rent the space from. Your only concerns are the amount of rent, the size of your space, and the term of your lease.

You may or may not be entitled to parking space. You probably can be listed in the building’s directory, but be certain of this by asking ahead of time.
Be clear on your responsibility for repairs. You probably have to fix any minor problems in your space, such as replacing fluorescent light bulbs, but main problems, such as a leaky roof, are usually left to the landlord.
If the space is formally separated (such as a separate office with its own entryway from the main hall), then make sure your area complies with all building codes for electrical outlets, lighting, exits, etc. This will protect your property within your space.
If there is no formal separation (such as an area within a large office), make sure you understand whether you have access to common areas in this situation. This is often referred to as a desk-sharing arrangement. This type of sublease can afford you valuable networking opportunities with others in the office. Also determine whether your rent covers any administrative services, such as a receptionist or use of photocopying machines.
Check whether your sublease covers such amenities as an alarm system, Internet access, or other necessary services.

The good thing about subleasing is that the space is probably in turnkey condition. The space has already been developed, so you don’t have to add wiring, lighting, carpeting, etc. If you want to make changes, such as painting the space or changing the fixtures, make sure that the sublease terms allow for alterations.

What You Should Do

Be sure to have an attorney knowledgeable in real estate law review the legal agreement you are being asked to sign. The attorney will review the master lease to make sure that the tenant has the right to sublet to you. Also make sure you have protection if the tenant is evicted, which can result in your eviction, too. A damages clause may be helpful here, as well. Find out what happens if the landlord fails to pay the mortgage on the property and is foreclosed upon.

Discuss your situation with an insurance agent so that you can be protected for both property damage and liability.

Bottom Line

Subleasing can be a great way for a home-based business to transition into commercial office space or for a start-up to begin operations. To make the most of this opportunity, learn more about subleasing (check LawDepot) and take the time to do it right.

This article is from Barbara Weltman of Wise Bread, an award-winning personal finance and credit card comparison website. Read more great articles from Wise Bread:

"Stapler. Stapler." - FREE $20 Swingline Stapler

Paul Michael — Thu, 27 Mar 2008 16:28:50 +0000

If you're a fan of Office Space (shame on you if you're not) you will know of Milton's obsession with his Swingline stapler. Well, in exchange for about 2 minutes of your time, Swingline.com will give you a $20 stapler for free. Now that's a deal that would make Milton drool all over his TPS reports.

Just visit Swingline.com via this link and complete a very brief point 'n' click survey about a new tool kit they're developing. Then enter your name and address. They will ship you a Swingline Optima Desk Stapler, worth about $20, absolutely free.

I couldn't find any details of when this offer expires, so jump on it soon. (Color may vary from the image shown...if you're lucky, you may get a red one).

NOTE: Due to many people clearly interested in getting Milton's red stapler, you can find the exact model right here at Amazon, a trusted site.

Swingline Collectors Edition 747® Business Stapler in Rio Red - The Red Stapler (S7074736E)

This article is from Paul Michael of Wise Bread, an award-winning personal finance and credit card comparison website. Read more great articles from Wise Bread:

Office Space

11 Smart Ways to Maximize Desk Space

1. Go Full Digital

2. Get Rid of Stuff

3. Add a Clean Desk Policy

4. Look Out Below

5. Send Stuff to Storage

6. Shrink Down

7. Incorporate an Ergonomic Arrangement

8. Create Some Cord Control

9. File It Down

10. Reuse, Recycle

11. Set up a Remote Desktop

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Best Money Tips: Ways to Personalize Your Office Space

Top 5 Articles

Other Essential Reading

7 Secrets About Life and Career From "Office Space"

1. Life’s Too Short to Work at a Job You Hate

2. You Have the Ability to Change Your Work Environment

3. Your Dreams Can Come True (in the Strangest Ways)

4. Don’t Be Afraid to Visit the Therapist

5. Deal With Small Irritations Before They Become Big Problems

6. It’s Not a Good Job If It Makes You Unhappy

7. Get Your Facts Straight Before You Act

Like this article? Pin it!

3 Things to Know Before Subleasing Your Office Space

What to Know about Subleasing Office Space

"Stapler. Stapler." - FREE $20 Swingline Stapler