Office Space—Tips for Creatively Organizing Your Workplace

By Meghan Ely, OFD Consulting, Richmond, Va.photos by motley mÉlange of Soiréebliss! Events, LLCWhen Danielle Rothweiler of Rothweiler Event Design, found herself overwhelmed by numerous notebooks, files, linen samples, and more one summer, she boldly put everything—including the production companies from three different reality television shows—on hold.The Verona, N.J., based planner took a trip to Target that yielded brand new shelves and a release from the anxiety and inefficiency that disorganization can cause an otherwise detail-oriented person. “I kept pushing it off because I was busy,” says Rothweiler. “But you know what? I’m busy every day!”If, like Rothweiler, you yearn for the freedom and ease that result from a clean and tidy office, particularly one that reflects your personal style and unique vision, start here:The PurgeThe best reorganizing begins with a healthy purge. Many planners are plagued by samples, brochures, paperwork, and communication in many forms. It’s hard to resist humoring your inner packrat when you’re certain that you’ll someday have an emergency use for every widget you own. “Remove everything that does not relate, pertain, contribute to your business,” says Lisa Geraci Rigoni of Leave it to Lisa, The Organizing Mentors, based in Ashburn, Va. “Get a box to put things in, take items to where they truly belong, or just move it out of the room for now to be sorted out later. This includes items or objects that do not bring you joy or positive energy when you look at them, things you do not like, etc. Be ruthless.”What Should You Keep?Don’t get rid of everything. There are a few necessary items that you’ll need to keep for necessity and efficiency:• Invest in digital storage. The digital age is wonderful if you want a clean, clear office that communicates your level of organization to prospective clients. Purchase an external hard drive, then photograph or scan the brochures, site information, venue photos, and anything else you may need. Alternatively, you could consider online storage and sharing options as well.• Keep copies of your past contracts, vendor lists, and event planning notes. The Internal Revenue Service and other government agencies have standards for how long and in what format you must keep tax documentation and financials.• Maintain current copies of paperwork—like insurance, lease, and utility documents, and the most recent statement from your business credit accounts.Kylie Carlson, CEO of the Wedding & Event Institute, found that there were some other fundamentals she could not do without, even if they weren’t standard. “Many of us work in an office without natural daylight and when the winter months hit our mood is affected, so invest in some really good office lighting. Next on my list is something that inspires you. For me, I have a baby grand piano in my office. Whenever I'm feeling less than inspired or creatively challenged, I sit at my piano and play for a while to unblock whatever it is that is stopping me from doing my work. “Let it FlowOnce you’ve determined what to keep, create the vision for your office space. This is the perfect opportunity to put your planner brain on and engage in full-scale logistical analysis. Ask yourself:• How can I create the most efficient workflow? Where will guests be greeted and by whom? How many workstations do I need, and what are their purposes?• What do I want prospective clients to look at or do as they wait? Can I subtly expose them to upsell products like finished videos, invitations, or printed goods?• How can I situate equipment, such as phone, computers, postal scales, photo copiers, and basic office supplies for easy access when needed most, while taking up the least amount of design space?Once you get through logistics, the real fun begins. Put on your designer’s cap and ask what makes you and your business unique? Are you quirky, conservative, fun loving, or scholarly? Choose your color scheme, furnishings, accessories, and equipment to incorporate your theme and values into your new workspace.Secrets of the Organized: Tools for SuccessKeisha Scott, of K. Scott Weddings in Greensboro, N.C., put her background in interior design to good use when she relocated to a new office that better reflected her unique style and taste. “Don’t be afraid to think outside of the box,” she says. “If there is something you see that is usually used in a kitchen or bathroom, who says that it can’t be added to your office?” She cites the white curtain rods she purchased from IKEA and fashioned into the perfect displays for fabric samples and invitations.Pinterest is probably the single best source for organizational inspiration today. Discover how to use decorative boxes to conceal what you thought could not be hidden. Explore folder types for storing paper and samples. Look for baskets in textures and colors that match your look and use them for multipurpose storage. Perri Kersh, owner of Neat Freak™ Professional Organizing, LLC, in Chapel Hill, N.C., says, “I love binders and binder sheets for easily keeping track of regularly accessed documents. They're mobile, easy-to-update and look nice and professional sitting on a shelf. For other loose documents, consider magazine sorters or boxes. They come in many colors, sit nicely on a shelf and you can pull them down to work on the contents and then neatly tuck them away.”Your desktop should be the most efficient spot in your office. Stock it with everything needed for a meeting or last-minute site visit but also keep it tidy. Choose from the many color-coordinated desk sets and accessories. The items you choose for your desktop should be high quality. You don’t have to sacrifice form for function.Kathy Jenkins, Certified Professional Organizer® and owner of Come to Order in Mechanicsville, Va., encourages planners to have an inbox for all incoming papers until they can be handled, as throwing them on the desk can be “dangerous.” She also advises the purchase of “A big dry erase calendar for long-range planning. And I favor Vis-à-vis markers (like the ones teachers used to use on an overhead projector) rather than dry erase markers. No chance of accidentally erasing something and they are fine tipped.”Maintenance for the OfficeAs with all good things, even an organized office will at, some point, present the extra challenge of maintaining your workspace over time. Resist the temptation, as you work from day-to-day, to form piles to be addressed later. Many are never touched again.Aim to maintain your office one time each week. File anything that you must keep immediately. Give your equipment, ledges, desktop, lights, and other surfaces a regular dusting. Take out any waste and clear coffee cups or dishes that might have accidentally accrued. A clean and organized office exudes confidence and builds trust between you and your prospects.An organized office is not just a luxury—it is a necessity for every serious seller who wants prospects to perceive that everything is well and truly under control. Invest some time, talent, and effort into pulling together the perfect workspace for you.