Advertising
Advertising

5 Simple Ways to Create a More Productive Workspace

5 Simple Ways to Create a More Productive Workspace

Have you ever noticed how workspaces look so simple and organized in stock photographs? You know, like the image I’ve used for this article? That setup is so efficient it looks like work will practically do itself! Give me a break. No one’s desk really looks like that. Which can be a problem when it comes to productivity.

How Your Physical Workspace Affects Productivity

In 2011, OfficeMax conducted a workspace organization survey in which over 1,000 adults participated. A whopping 77% of participants said clutter damages their productivity.

Disorganization makes it hard to find things, and the time you spend searching through jumbled stacks of papers and folders is time you could have been using to accomplish a task.

Advertising

Over half of all respondents in the OfficeMax survey said that “disorganization impairs their state of mind and motivation levels.” Sooner or later, you start to feel buried under the conglomeration of materials you’ve accumulated. Getting your office or cubicle in order will help reduce stress and increase productivity.

Realistic Changes that Will Help You Get Organized and Be Productive  

I’ll guess that when you first started working for your current employer, the clutter you now face every day was not required for a job well done. Am I right? So there is no reason why you can’t get back to the basics of a more minimalist work station today. Don’t worry, your family photo can stay where it is.

1. Identify the Essentials

A great place to start is identifying what items you need to perform your job. We’re getting back to basics, here. Determine what your bare essentials are and then give each item a designated place where it is always within an arm’s reach.

Advertising

What should you do with the non-essentials you’ve had lying around? Toss them, file them, gift them, or return them to the appropriate person or place.

2. Establish a Filing System

Depending on the line of work involved, filing systems often vary from person to person. But there are some recommended basics to keep in mind when determining your method.

  • Separate “read” from “not read:” The papers you have already read should be placed in a separate folder or tray from the papers you have not read yet.
  • Categorization: Once you have read a document, categorize it appropriately. For some people this means color coding papers with post-it filing tabs to distinguish high importance items from standard, daily tasks. Others may prefer to file documents according to particular projects or clients. Choose the categorization method that makes the most sense for your job and—here’s the most important part—stick with it!

3. Minimize Noise

Has your office adopted an open floor plan? If so, you’re forced to work amidst disruptive noise. A study published by Cornell University reports that noise decreases productivity, increases stress and illness, and can lower job satisfaction.

Advertising

Your productivity also declines when listening to music, according to cognitive neuroscientist Daniel Levitin and a growing number of research studies on the subject. “In almost every case, your performance on intellectual tasks such as reading and writing suffers considerably when you listen to music,” explains Levitin.

What should you do? Since asking for your own office is probably out of the question, try investing in some noise canceling headphones and foregoing the music while you’re at work.

4. Prepare Your Work Area Ahead of Time

It only takes five or ten minutes to prepare your workspace for the following day. Set aside about ten minutes every evening before leaving the office to clear your desk of trash, clean mugs and other dishes, install necessary updates on your computer, and create a to-do list for the next day. These few minutes of organization will allow you to come into work each morning to a functional workspace that encourages productivity.

Advertising

5. De-clutter Your Computer Desktop

Not only do many office workers feel overwhelmed by the amount of clutter on their physical desktop, they also get stressed by the state of their digital desktop. If you’re working in an office environment, chances are pretty good that you rely heavily on a computer to carry out your duties. So it’s important to keep this part of your workspace clean and functional.

Create a digital filing system that provides quick, easy access to all of your documents. Again, the structure of this system will depend on your preferences and job function, but there are some guidelines that will help you along.

  • Avoid putting everything in one folder: This pretty much says it all. Saving all your files in the same folder is like dumping all of your papers and office supplies into one desk drawer. What a mess!
  • Logical categorization is key: Try taking the same categorization method you chose for your paper filing system and applying it to your digital documents.
  • Don’t go overboard with subfolders: Subfolders are great. But be careful not to over-complicate your system with too many of them. When important files are four or five clicks away, your intricate storage system starts to be a time waster instead of a time saver.

A workspace and the items within it should facilitate productivity rather than hinder it. Implementing these five changes will have you well on your way to accomplishing more each time you sit down at your desk.

More by this author

Organized Workspace 5 Simple Ways to Create a More Productive Workspace How To Solve Problems Like A Designer: Reverse Brainstorming Handwritten notes provide many productivity benefits The Productive Power of Writing by Hand

Trending in Career Advice

1 The Lifehack Show: Standing Out in Today’s Job Market with Dr. Julia Ivy 2 Clueless On Your Career? Sabbatical vs. Career Break 3 10 Essential Career Change Questions To Ask Yourself This Year 4 10 Job Search Tools Every Jobseekers Need To Know About 5 If You Have This Key Behavior, You’ll Be More Successful Than 90% Of People

Read Next

Advertising
Advertising
Advertising

Last Updated on February 11, 2021

10 Secrets of Making Every Presentation Fun, Engaging, and Enjoyable

10 Secrets of Making Every Presentation Fun, Engaging, and Enjoyable

Not a lot of people are good at public speaking. You could even say that virtually everyone needs to get some practice, and preferably good guidance, before they can learn to stay calm when facing a room full of people. Having all eyes on you is an uncomfortable experience and it takes time to get used to. However, even if you can manage to control your stage fright and stay focused, it doesn’t necessarily mean that your presentation won’t put people to sleep. This is usually the case with long presentations on a very dull subject, with the presenter speaking in a monotone voice and dimming the lights to play a PowerPoint presentation.

You have to work hard to develop the right skills

If you want to be remembered and actually get people engaged, you need to make your presentation fun and enjoyable, without coming off as corny or desperate to please. I know, it doesn’t sound that easy at all! A good presentation during a promotional event or given to an important client can be a game changer for your business, so it is easy to get stressed out and fail to perform all that well. Luckily, giving an interesting lecture is something that can be practiced and perfected. There is plenty of advice out there on the topic, but let’s look at the most important aspects of giving a memorable and fun presentation.

1. Make your presentation short and sweet

With very long, meandering speeches you tend to lose the audience pretty early on, and from then on out it’s just a test of endurance for the few bravest listeners. Not only will people’s attention start to drop rapidly after sitting and listening to you talk for 30 minutes, but you also risk watering down your core ideas and leaving your audience with little in the way of key phrases and important bits of information to take away from the whole ordeal. Famous speakers throughout history have known the importance of condensing the information by using well thought out sentences and short phrases loaded with meaning.

JFK’s famous: ”It’s not what your country can do for you, but what you can do for your country,” expresses so much in very few words and gets the audience thinking. Ancient Spartans, for example were famous for their quick, dry wit, often demolishing their opponent’s argument with a single word or phrase. You’ll want to channel that ancient spirit and be as concise as possible when preparing your presentation.

Advertising

2. Open up with a good ice breaker

At the beginning, you are new to the audience. There is no rapport, no trust and the atmosphere is fairly neutral. Even if some of the people there know you personally, the concept of you as an authority on a particular matter giving a speech will be foreign to them. The best way to encourage a warm and friendly atmosphere is to get some kind of emotional response out of the audience right at the beginning. It doesn’t matter what emotion it is, you just need to connect with them on a more personal level. It can be shock, curiosity, laughter, knowing smirks, nervousness – whatever gets them out of that initial feeling of indifference. There are different kinds of effective ice-breakers, but generally speaking, the most successful ones utilize one of these tactics:

  • Joking
  • Tugging on their heart strings
  • Dropping a bombastic statement
  • Telling an interesting and relevant anecdote
  • Using a metaphor or drawing comparisons

You can make a small, self-deprecating comment, stir the presentation one way and then suddenly surprise the audience, use sarcasm, open up with a short childhood story that taught you a lesson, quote a famous person and elaborate on it from personal experience, use an inspirational anecdote or hit them with a bit of nostalgia. Just remember to keep it short and move on once you’ve gotten a reaction.

3. Keep things simple and to the point

Once you’re done warming up the crowd you can ease them into the core concepts and important ideas that you will be presenting. Keep the same presentation style thoughout. If you’ve started off a bit ironic, using dry wit, you can’t just jump into a boring monologue. If you’ve started off with a bang, telling a couple of great little jokes and getting the crowd riled up, you have to keep them happy by throwing in little jokes here and there and being generally positive and energetic during the presentation. You need a certain structure that you won’t deviate too far from at any point. A good game plan consists of several important points that need to be addressed efficiently. This means moving on from one point to another in a logical manner, coming to a sound conclusion and making sure to accentuate the key information.

4. Use a healthy dose of humor

Some of the best speeches and presentations in the world, which have been heard and viewed by millions, all feature plenty of humor. No matter the subject, a great speaker will use natural charisma, humor and beautiful language to convey their points and get the crowd excited about what they are saying. A great example of building rapport with the audience through the use of humor is Barrack Obama talking about the government building Iron Man.

Advertising

It is silly and fun, and absolutely not something that you would expect from a man in a position of power speaking in such a serious setting – and it’s exactly why it works. The more serious the situation and the bigger the accent on proper social behavior, the harder your jokes will hit.

5. Try to tell a story instead of ranting

Some people can do all of the above things right and still manage to turn their short and fun little presentation into a chaotic mess of information. You don’t want your speech to look like you just threw a bunch of information in a blender in no particular order. To avoid rambling, create a strong structure. Start with the ice breaker, introduce the core concepts and your goals briefly, elaborate on the various points in a bit more detail, draw logical conclusions and leave your audience with a clear takeaway message. You want to flow naturally from one part to the next like you are telling a big story chapter by chapter.

6. Practice your delivery

Standing in front of the mirror and practicing a speech or presentation is a technique as old as mirrors – well, come to think of it, as old as human speech, since you can see yourself reflected in any clear and calm body of water – and that means that it is tried and true. The theory is incredibly simple, yet the real problem is actually putting in the effort day in and day out. Work on your posture, your tone of voice, accent, pauses between sentences and facial expressions. The most important thing is to talk slowly and loudly enough to be heard and understood clearly. Many famous speakers, such as Demosthenes and King George VI, overcame speech impediments through hard work.

Advertising

7. Move around and use your hands

Although you won’t instill confidence in your project if you are very jittery, moving around erratically, not knowing what to do with your hands and making fast movements, standing dead still can be just as bad. You shouldn’t be afraid to use your arms and hands when talking as it makes you seem more passionate and confident. The same goes for moving around and taking up some space. However, try to make slower, calculated and deliberate movements. You want your movements to seem powerful, yet effortless. You can achieve this through practice.

8. Engage the audience by making them relate

Sometimes you will lose the audience somewhat in techno-babble, numbers, graphs and abstract ideas. At that point it is important to reel them back in using some good, old-fashioned storytelling. Make comparisons to events from everyday life that most people are more than familiar with. By making things look simple, not only will you help your audience get a better understanding of the subject by enabling them to visualize the information more clearly, you will also draw a connection between you. After all, you are all just regular people with similar experience, you just happen to be performing different roles at the moment.

9. Use funny images in your slides

Although slides are not really necessary at all times, if you do need them to make your point and present your information more effectively, it’s best to liven them up. They say that facts aren’t always black and white, and your presentation should reflect this. Add a bit of color, make the information stand out and use an interesting animation to switch from slide to slide. You can use the slides to add some more humor, both in terms of the text and the images. An image that is used to elicit a positive response needs to be funny within the context of what you are discussing. For example, if you are discussing the topic of authority, an image of Eric Cartman from South Park in a police uniform, demanding that you respect his “authoritah,” is a nice way to have a bit of fun and lighten things up.

Advertising

10. End on a more serious note

When all is said and done you will want the audience to remember the core concepts and keep thinking about what you have said after the presentation is over. This is why you should let things naturally calm down and end with an important idea, quote or even a question. Plant a seed in their mind and make them think. Let us turn to Patrick Henry for a great way to end a speech: “Is life so dear or peace so sweet as to be purchased at the price of chains and slavery? Forbid it, Almighty God! I know not what course others may take; but as for me, give me liberty or give me death.”

As you can see, there is quite a bit to learn when it comes to giving a good presentation, one that is both memorable and fun. Be sure to work on your skills tirelessly and follow in the footsteps of great orators.

Featured photo credit: Austin Distel via unsplash.com

Read Next