Organizing By Zones
This article was originally published in The Simplifier #55.
Organizing by Zones
By Shawn Tuttle
Have you ever seen an office that looked like a hybrid of workspace, library, thrift store, and office supply store got caught up in a tornado? (I’m sure not your office, but maybe a “friend’s”?) Whether the office looks like a victim of an extreme weather pattern or is just a little messy, you don’t need to send in a Katrina clean-up crew to get your office back into order.Is there rhyme or reason that can be applied to your workspace (besides “just put stuff away”)? Just where should things go? Let’s take a quick jaunt away from the office for inspiration.
There is a system design tool called permaculture which is based on observation of the natural world . The founder of permaculture, ecologist Bill Mollison, wanted to develop sustainable human habitats. He designed systems that could produce a high density of food and materials with minimal input—in other words, maximum effect for minimum effort. His broadly-applicable organizing principles usually refer to designing a homestead. However, the first time I read the introduction to the permaculture “bible”, Permaculture: A Designer’s Manual, the nascent organizer in me felt the heavens open up in splendor. I don’t know how many permaculturists dedicate thought to sustainability of human energy in the office, but it sure makes sense to me!
The permaculture philosophy provides principles, methods, and ethics that can be applied to any situation. The principle we’ll be dealing with to help us organize the office is: zones.
Zone-ifying, Project Simplify style: The more something is used, the closer it should be to you. Simple! Combining this principle with the organizer’s adage “everything in its place and a place for everything” means that things are easy to put away, you’ll quickly reach what you need when you need it, and your work flow interruptions will be minimized.
The first action on a budding permaculturist’s list for a new site is observation. Ask yourself: How do I work? What do I use and how often? What’s often missing when I need it? What’s difficult to reach? Then go through the following guidelines and see how you can streamline your office space.
The Zones
Zone 1
Your desktop; reserved for highly functional, easily accessible, and most-frequently-used items.
-Preferably, no drawers or small doors to deal with when reaching for these items.
Suggested items: pens, a sharpened pencil or two, markers and a highlighter, stapler, paper clips, Post-its, telephone, calculator, a few binder clips, return address stamp, scissors, letter opener, tape, staple remover.
Zone 2
Within easy arm’s reach of your chair and used regularly.
-If drawers or doors are necessary, they should be easy to open and close.
Suggested items: trash can, recycle bin/shredder, hole punch, printer, misc. papers and labels, mail supplies, inbox, phone book, useful industry resources, reference binder, workflow files. (Workflow files can include frequently used files like those for current projects, upcoming events, and “take action”. The reference binder might include usernames and passwords, phone lists, computer instructions and other helpful information.)
Zone 3
In the office; need to get out of the chair.
-Organizing containers can be very helpful for arranging items to maximize use of this zone.
Suggested items: filing cabinet, extra and infrequently-used supplies and papers, computer/printer supports, infrequently-used industry resources and books, docking station for rechargeable devices, fax machine. Accessibility is important because the harder it is to access something, the less likely you are to put it away.
Zone 4
Out-of-office storage.
-Could be anywhere as long as it’s clean, dry, and out of the way.
Suggested items: boxes of archived files (well-labeled, of course!), additional filing cabinet for old files that aren’t quite ready for the recycle bin.
What to do with those hard-to-use office tools like fickle hole punches that accept one or two papers at a time, office equipment that may have worked at one time but no longer, pens that barely write, or mysterious office supplies whose purpose is unclear? Those go to the “Outta-here!” zone. (Try freecycling them, or donate to a thrift store.)
Of course the above guidelines will vary depending on your situation, size of desk, office layout, regular work habits, etc. For example if you use a fax machine frequently, it might be in zone 2.
The author does “the zone thing”
Here’s what happened when I applied the zone approach to my files:
– I have no file storage in zone 1 (although some people do).
– I purchased a file rack on wheels for easy view and reach for zone 2.
– I had two filing cabinets. I brought the better one to zone 3 and put hanging file racks in the drawers.
– I took the clunky file cabinet to zone 4 (the basement) and didn’t bother putting hanging folder racks in it. This cabinet is mostly for archived client files, office equipment documentation that I doubt I’ll use, and journals.
Overhaul techniques
If your office is a mottled mix of stuff in all the zones, taking the time for an overhaul can be incredibly rewarding. An overhaul can be done fairly quickly once you’ve planned out what goes where. The key is to create an ideal blueprint of where things should be and then apply that blueprint to the reality of your office.
- Create blueprint
– Write 4 lists, one for each zone.
– Using the zone parameters above, include items that “belong” in each zone according to your habits and usage.
- Apply blueprint to reality
— For minor overhauls, take one zone at a time. Pull out anything not on your list and insert anything missing.
— For major overhauls, again, take one zone at a time. Pull everything out of that area. Put back only what belongs.
— Make a list as you go along of organizing supplies that would make each area more easy to use.
Observing the natural world’s systems, as practitioners of permaculture recommend, provides a rich source of guidance for organization. An organized space helps you create the maximum effect with minimum effort. Your workspace should support your creative thought efforts, not drain your energy by forcing you to look for things and wade through useless stuff. Looking at your workspace in terms of zones makes it obvious where to put things, based on your work habits and the tools you use. Make your life easier by giving things a home that makes sense! You’ll be amazed at how much easier it is to keep a tidy office.
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Shawn Tuttle is founder of Project Simplify.
