Costa Rican home office

In another blog post, I mentioned that my home office radar is always on. My recent trip to Costa Rica was no exception. While my sons and I were waiting to go rappelling, I noticed the owner’s home office. I qualify this as a home office because the owner lives in apartments attached to his home office and the reception area.

Reception area

The woman who works in the office told me that the owner spent several months finding the right (renewable) trees to cut down to use as dividers. Even the bookcases are made of wood found in the rain forest.

You decide…is this home office cool or what?

Desk #1
Topsy-turvy and turbulent
The top of your desk is piled high with magazines, unopened mail and bills. If someone wants you to see something, they leave it on your chair. Eventually you’ll feel it when you sit down.
Your desk screams: You’re a creative person but you seem a bit scattered, unreliable and easily distracted.
Desk makeover: The goal isn’t to be a perfectionist or a neat freak. Instead, create some order. Use desktop file holders for the files you’re working on now, put stacking bins on the floor to hold materials for certain projects, hang bulletin boards and wall pockets to help you get and stay organized. Get in the habit of clearing out your office every few weeks.

Desk #2
Slick and sparse
Your desk screams: Only the bare essentials, thank you. Your computer, printer and handheld are on your desk while everything else is tucked away.
Desk makeover: Add a picture of your family, pet, or friends to the wall or add colorful artwork. A plant wouldn’t hurt either…just remember to water it.

Desk #3
Stacked and stodgy
Your desk screams: You have trouble making decisions, especially when it has to do with papers. Magazines you want to read are stacked neatly in one corner, while in another corner are papers you need to file and supplies that need a home.
Desk makeover: Add a bookcase near your desk to hold magazines stored in magazine holders or get rid of magazines altogether and subscribe to the online versions. Make decisions about paper by using the P-A-P-E-R system: Put papers in a file, Act on them, Place them in a stacking bin, Enter any action you need to take on your To Do list and toss (or file) the papers, or Recycle them. Keep extra supplies in your bookcase, stored in colorful baskets or containers.

Do you know what your desk is saying about you?

Between the orange walls (Benjamin Moore Soft Glow) and paw prints climbing up the walls and across the ceiling, this isn’t your typical home office.  But don’t be fooled by the whimsical look of this space.  If you look closely, you’ll find plenty of organizing systems in place (yes, I tend to look at that first).

Dwight’s desk holds a laptop and two monitors, while his printer is off to the side and in the corner (the best place to put a printer because it’s out of the way but still accessible). His open hutch has room for a hanging file rack, books and personal photos. These items are within reach but aren’t cluttering his desk.  The two-drawer file cabinet gives him additional storage space on top.

There’s even room in his home office for a “junior” work area complete with a small desk and a laptop for his kids to use. A tiger rug and tiger-striped draperies finish off the zoo-themed look.

Who needs a traditional home office when you can bring out your wild side and run a business from home?

• Work surfaces that are the wrong size. A desk or workspace that’s too narrow, too deep, too tall or too short can affect your productivity. Instead of using that space as a place to work, you may turn it into a dumping ground for papers and supplies.

• Cheap filing cabinets. Drawers that don’t glide open, get stuck, or don’t open completely can put a damper on filing. Instead it will be easier to stack papers on top of the cabinet until you’re ready to fight with the drawers.

• Furniture that doesn’t fit through the door, up the stairs or within your home office. Know ahead of time how large your home office furniture can be. Otherwise you’ll waste time shopping for the wrong furniture and you’ll waste money on delivery fees.

• A home office space that initially seems ideal but turns out to be too hot or too cold, too noisy or too quiet. Avoid moving your equipment, furniture and supplies several times by trying out your new home office space for one month. That should give you enough time to decide if you’ve picked the right place to set up shop.

Is there anything you would do differently if you could start over and set up your home office today?

Reorganizing my home office has been on my to-do list for months.  Instead of taking the time to clear out the stuff I didn’t need or rarely used, I complained about my storage closet that needed organizing help.  Considering I’m the only one who uses my home office, the complaints fell on my own deaf ears.  Finally, I blocked off time last weekend and gave my closet a makeover.

This computer cabinet from Hooker Furniture includes a drop-down desk, file drawer and pullout keyboard and printer shelves.

A computer cabinet, armoire or an “office-in-a-box” — they’re all the same thing — offer more storage shelves and file drawers than before. Between white boards, drawers and extra storage bins in the door, armoires are filled with function.  As with anything, including furniture, there are always advantages and disadvantages.

Advantages:
•Compact and ideal for when space is limited
•You can close the doors at the end of the day
•All of your equipment fits inside
•Some have drop-down desks and file cabinets that roll inside
•It can blend in with the rest of your home

Disadvantages:
•Not all cabinets have legroom
•There’s not always enough space to spread out papers
•There’s limited filing space so you’ll need a cabinet nearby

Something to think about: If you decide to buy a computer cabinet or any other home office furniture, plan ahead and measure your space. One of my client’s enthusiasm for a new computer cabinet was squelched when she realized on delivery day that the cabinet she bought couldn’t make the turn at the top of the stairs.

Before you set up a home office, it’s important to consider every room in your home. Even if you already have a home office, there may be a better place for it.

I always ask my clients these questions to help them determine the best place for their home office:

• Will you actually work in this area?
• Will there be only a few distractions?
• Is there – or could there be – enough lighting?
• Could you run a phone line and Internet connection into the room? (If you already have wireless, you’ll be fine.)
• Are there enough electrical outlets?
• Is this space comfortable year-round?
• Is there room for everything you need (desk, file cabinet, computer and storage)?

If you answered “yes” to most of these questions, then you’ve found a good place to set up or maintain your home office. Before you move to another space, try it out for a couple of weeks. You may find that the room is too noisy, there’s too much traffic in and out of the space or you’re isolated from the rest of your family.

The Desktop Station keeps your supplies organized and in sight.

Do you remember the movie The Jerk and Steve Martin’s character yelling, “The new phonebook is here…I’m somebody now!” while dancing around?  I feel the same way about the new Container Store “Work Smart Office Sale” catalog…dancing around included. Now we can all get organized or at least have an office that looks amazing.  My three favorite products are:

Desktop Station. You Lookouts (who like to keep everything in sight) will love this product alone or paired with the Landscape Letter Tray and the Landscape Paper Drawer. Aside from holding pens, pencils, folders and other supplies, you can see clearly what’s inside.  No more hidden supplies.

Ultimate Portable File Box. As the weather gets nicer, you may want to work outside or catch up on paperwork during a long track meet or just work in another room because you’re sick of working in the same place.  This file box lets you store hanging folders with interior folders inside and the organizer compartment on top holds the supplies you’ll need while you’re away from your office.

Letter-Size Interior File Folders. These hip, colorful file folders will make you jump for joy (in case you don’t dance when you see the catalog).  Their patterns and colors could turn any home office from dull to dazzling.

What’s your favorite office organizing product (from any store or online)? Post your comments below.

Disclaimer: I was not compensated by The Container Store to mention their fabulous products or to dance.

Paint is one of the easiest ways to update your home office.

How would you describe your home office? Does it look a bit rough around the edges? Clients may not see your home office but that doesn’t mean it can’t be a nice, comfortable and even stylish place to work.  There are a few cheap ways to give your home office a facelift.

• Paint your walls and don’t be afraid of color.  Start with your rug, a piece of art or any furniture that’s in your home office and then match it.  It doesn’t have to be a perfect match (that’s boring). If you can’t find a color you like, make up your own color.  I created “Working Naked Gold” for my home office.

• Add window treatments.  Shades, valances and drapery can add color, pattern and interest to your home office. In the design industry, custom = costly. Fortunately there are some great ready-made window treatment options available from high-end stores to discount stores.  A few places to shop for reasonably-priced window treatments are The Great Indoors, Pottery Barn, Crate & Barrel, Tuesday Morning and even (believe it or not) Lowe’s.

• Use homemade accessories. What better way to get art for free than from your kids? Instead of tossing your child’s wobbly clay pot or pitching a vase, display it. My sons’ works of art (from a few years ago) fill my home office bookcases. They’re colorful and they have sentimental value.  Do you have a clay sculpture of a lion holding a penguin or a mouse surrounded by cheese and cooking utensils?  I didn’t think so.

• Create cheap (yet stylish) art. Enlarge your favorite photo, add a mat and frame, and then hang it. Or buy a book of reproductions, clip a few pages, slip them into frames and enjoy your new masterpieces. Frames are cheap and sometimes even expensive frames go on sale.

• If you don’t already have a home office, set up shop in a low-traffic area of your home. If your kids are home too, earplugs and headphones are a must.

• Snag a comfortable chair from another part of your home. If you’re sitting at your kitchen table, within a few hours your not-made-for-extended-use chair will cause a pain in your neck or back.

• Make sure your space is well lit with task lighting. If not, add a desk lamp. If possible, work in a space with a window to give you natural lighting.

• Set up file folders to hold any papers you need to take back to your corporate office. That beats reorganizing stacks of paper and trying to figure out where they belong in your office.

• If you’re not able to connect to your computer at the office, make sure you back up your laptop or home computer.

• Enjoy your time away from your traditional office. And don’t be surprised if you secretly wish for additional snow days so you can be more productive in the comfort of your own home.