“Being busy means doing things, but being productive means getting things done. Wiser words may never have been spoken, despite the anonymous origins of this inspirational quote. As a leader, I believe this more than ever – even if I didn't fully understand it at the start of my career. In fact, I spent years trying different strategies to maximize my productivity. And I keep on learning more; it was an experience of a lifetime.
Related: 5 Strategies for Your Most Productive Workday
I searched high and low for the answers, but one key solution was literally right in front of me:My desk was a mess. This is important because not only are you wasting time sorting through clutter, an unorganized space creates negative energy. Sure, I got things done and continued to learn and grow in my career, but it wasn't until my 40s that I finally figured out what works to maximize my workspace. br />Now that I have fully implemented the formula, I am much happier and infinitely more productive. My office is now my oasis. Adopting these seven habits made all the difference:
1. Clean up your space.
Simplifying often means cleaning up. Some people are naturally more orderly, but research clearly shows that a tidy and streamlined workspace promotes productivity for everyone. It also impacts your relationships with co-workers, as many people assume that co-workers with cluttered or dirty work areas are lazy or unorganized.
Think about the first impressions you had. When you walk into a clean restaurant, hotel, restroom or store, you notice. And, consciously or not, you believe that the establishment cares about the details and takes pride in the work. I've always thought that taking a few minutes to make sure your workspace is clean and tidy will allow you to focus on the more important things and make you appear more competent in the process.
2. Create the right energy.
Your workspace reflects who you are, so make it welcoming, calming and focused. The formula is fluid, but incorporating a few personal touches – a picture or two, a small potted plant, a Rubik's cube – with plenty of open desktop space will do wonders for your mental focus. Quality lighting that's not too bright and not too dim is also essential for optimal productivity.
I prefer minimalism when organizing my workspace, without distractions. And I believe that positive energy makes you more productive. It's hard to describe, but you know it when you feel it; it is certainly not the same for everyone. But it's important that you surround yourself with rooms, furniture, and people that create positive energy for you . For me, that means neutral colors, great lighting, plants, access to natural light, and (of course) amazing co-workers.
Related: This is what your office should look like based on your personality type
3. Turn off your notifications.
You're watching someone give a presentation and alerts keep popping up on their screen. They act like it's not a distraction, but they have to pause and close the notification before continuing. We have all seen it; It happens all the time. Chances are it's happening at your desk as well.
One of the best things I've done for my productivity was turning off my notifications. Absolutely nothing appears on my computer screen and no one is ringing my phone except my family. The idea that being constantly available makes you a better worker is a myth. Close your alerts, set time slots to check messages, and watch your productivity increase.
4. Cut the paper.
Clutter on your desk and in your workspace slows you down, distracts you, and increases your stress. You probably don't need most of the stuff on your desk, and any documents you might need later can be put away. Overall, however, searching through electronically stored documents is much more efficient than rummaging through piles of paperwork.
5. Make a stack.
I admit it, I'm a stacker. As clear as I keep my work area, I always have a single stack of papers on a corner of my desk, ready for my attention. I do my pile throughout the day and clean it before the end of the day or first thing in the morning. I also cover my stack so I don't get distracted by what's on top. This way I know what needs my immediate attention and can stay focused on more timely tasks.
6. Keep a notebook.
It may sound archaic, but research has shown that handwriting notes creates better retention. Jotting down a list or diary each day allows you to sort and prioritize activities in your head, so you go about your day with more clarity and focus. I always keep an open notebook on my desk, next to my stack of paper, and take it to all my meetings.
The idea was validated when I read that Sir Richard Branson was years old notebooks filled with countless ideas and reflections. I have tried many notebooks over the years. To me, these are blank white pages with no lines. This simple and clean layout allows me to sketch an idea, write a few words, make a list, etc. It's fluid, which works for me.
Related: How hand journaling changed my life
7. Schedule people's time.
Every job requires face-to-face time with colleagues and suppliers. Whether it's checking on employees you oversee, responding to customer emails, or listening to calls about your product, people take up time. I used to forget about this, when I used to schedule tasks to fill every minute of my working day.
Now I try to save about 30% of my time in the office for related tasks to people. Knowing that I have this time allows me to be present with them. I'm not supposed to do anything else with those minutes — and know that makes a huge difference.
In school it was taught as MBWA:management by walking around. As a child working in my mother's hair salon, I watched her take care of her personal clients, but I also watched her fellow cosmetologist mentor and talk with their clients. As a college waiter, he watched all the moving parts. Here at VARIDESK, it allows me to fly at 30,000 feet while experiencing what happens with my team on the business battlefield.
Related: 10 communication secrets of great leaders
