Feng Shui and Office Cubicle Organization

A cubicle is a much trickier Feng Shui situation than an entire office or room. Cubicles are unfortunate paradigms of vulnerability for the individual worker. One of the chief problems is that you don't use a real desk but work from a countertop-type desk that is attached to a cubicle wall. However, you can do plenty to improve your situation:

1. Make sure you can see the entrance to your cube from your desk. Try to move your sitting position first, but don't cramp your work style. If you can't move — you can't.
2. If you can't move your sitting position, you can place an 8-x-10-inch mirror in a picture frame or on a small stand to reflect the entrance of the cube to allow you to see if anyone is approaching. Many people subconsciously use the reflections in their computer monitor to see who's approaching them, because seeing the entrance is a basic human need. 
3. Bringing living and flowing energy into your workspace, such as plants and flowers. These features are important ways of compensating for the small size of your space and the constant traffic flows that pass by your cube. A nice fountain near the entrance of your cube can work wonders. If space or social realities preclude a fountain, you can get some of the same benefits from a photo (the larger, the better) of flowing water, such as of a waterfall or river.

Managing Excessive Paper in Office Storage and Archiving

Proper storage consists of more than simply paper into a box. For tax purposes and possibly even law (depending upon your business), you need to be able to find your documents when they are needed.

If you have a lot of different types of paper to store and it's not as simple as a date or numerical system, you may want to create a database or simple spreadsheet to help you keep track of your files. Effective use of office storage boxes can make finding and organizing office supplies a very efficient tool. Here are some ideas to help you stay organized:

1. Load Label Names: Enter or import the names to be used to help identify file folders. You can make the names basic or advanced depending on your business needs.
2. Setup Your Document Types: Enter the types of documents to be stored in file folders, along with how long they must be stored.
3. Create File Folders: Combine label names and document types to create file folders. Print labels to put on you file folders in a wide variety of Avery style formats automatically as you create the file folders
4. Make Storage Boxes: Now you are ready to assign folders to storage boxes. Select the folders that got placed in the same box. The Store Until date can be automatically calculated based on the type of documents you place in the box based upon a formula that you write into the spreadsheet. Assign a location to each storage box to help find the box when you need a folder in it.
5. Search for File Folders: Now that you have assigned folders to storage boxes you can use the search option to locate those folders again. The search results will include the folder name, the storage box, and the location of the storage box. Tracking paper files has never been easier!
6. Reporting: Search for reports to help you manage your hard copy document storage, such as...

• a Box Contents Report which prints all of the file folders stored in the selected storage boxes.
• a Box Destruction Report which prints all of the storage boxes whose Store Until date falls in the selected date range. You can also include the contents of each box in the report.
• a Box Location Report which prints all of the storage boxes assigned to the selected locations

This may sound like a cumbersome process but if you file a lot of different types of records, the initial time it takes to set up your database and organize your files will pay off in the near future. It will improve the automation of archiving and destroying information as well as the ease with which you can locate a file.

Do You Need a New Office Chair?

Take care when selecting an office chair. Even if you are not willing to pay for an ergonomic solution, you should at least consider the safety factors for others who may share your office chair in the future. Consider the following:

1. Does the chair have arm rails? This can allow for extra comfort.
   
2. Is the chair stable and durable?
3. Does it come with wheels for mobility?
4. Is the chair a comfortable fabric?
5. How much the chair will be used?
6. What is the expected time life of the chair?
   

Choosing Storage Cabinets

Storage cabinets are used for storing office supplies, files, and media. They are typically made of either metal or wood, the latter being the more expensive choice.

Metal storage cabinets are more affordable than wood-based cabinets, but can be noisy to open and often don't blend in well with office furniture. They are often lighter than wood and therefore more portable as well.

Storage cabinets made of wood can blend in very well with office furniture and can be custom designed. Most wood cabinets do not make a lot of noise when opening or closing. The disadvantage of wood-based cabinets is that they can cost significantly more than cabinets made of metal.

Whatever you choose for storage or filing, have the ability to lock the cabinets and ensure that they have safety features such as only opening on top if the bottom is already open to prevent toppling. Most cabinets allow you to store hanging folders as well as insert stackable items.

Cubicle Lighting Suggestions

Like the majority of office workers, you probably work under fluorescent lighting. You may be able to replace the tubes yourself with healthier full-spectrum ones (also called "grow lights") from the hardware store. If you can't replace them, bring in some supplemental incandescent light in the form of floor or table lamps. Working solely with overhead light is uncomfortable for the eyes, and supplemental lighting is a source of relief for your eyes and mind.

Beware of Fraudulent Checks

Many credible businesses use Versa Checks in order to help them effectively do business and process checks on an as needed basis. Because versa checks are so widely available and easy to use, they can be used to lure someone into a false sense of security. Just because you see what appears to be a valid looking business check, be wary of any business you have never dealt with before. White-collar crime is on the rise with the continued advanced in technology and despite the fact that the versa check could appear valid with a logo and security features, it could still be a fake. A versa check system is a great system for businesses to use to create their own checks but because of its ease of use, it can be a potential tool for scam artists.

When dealing with an unknown entity for the first time, you may want to require a certified check or let the check clear before releasing goods or services to someone

Always thoroughly research a company prior to doing business with them, especially if they are newly in business or overseas. The further away the company is from you, the more difficult it can be to validate them so trust your instincts and have a policy in place for doing business with companies that you don’t already have a relationship with.

Cost-Effective Home Office Planning

There are many ways to create a great space for working at home without spending a fortune. You may end up feeling a great sense of accomplishment after turning some wasted space into an efficient home office.

Here are some ideas:

• Define your space for work keeping work separate from family.
  
• Create a plan and take measurements
• Determine what you can do yourself and what you might need help with. You may be able to paint and decorate the room yourself but could require technical help setting up the computer.
  
• Inventory what you already have available and make a list of your office supplies that you need.
  
• Shop around for bargains at yard sales and flea markets
• You may be able to take used furniture as a temporary option
• Get ideas on line or from decorating shows
  and magazines
  

You don't have to spend thousands to have an effective home office. Your office can also be a "work-in-progress" while you are becoming established at your home-based business.

Choosing the Right Home Office Furniture

Unlike a corporate office, when you design a home office you're designing a room that family and friends may have access to. Home office furniture should not only reflect your style and character, but should also be accessible to guests and safe for kids. When choosing home office furniture, consider all the types of people who my eventually have access to this area.

For example:

• If your guest room shares space with your office, have lockable drawers or consider an armoire desk or roll top that will allow you to close your office for guests.
• If your home office shares space with other rooms be sure your desk isn't filled with unsafe contents that can be accessed by children (such as paper shredders, sharp letter openers or staplers and scissors). Keep these items on a high shelf or in locked drawers.
• If your computer might be used by other members of your family, consider setting up a separate access for their usage so your files and settings aren't jeopardizes by viruses or due to accident.

Luggage Tags Hold Business Cards

Luggage tags are more than just a way of insuring your luggage finds you after taking a detour at the airport. Most luggage tags are the exact same size as a standard business card. The tag allows a large enough slot to slide in a small stack of business cards. If your business card holder is empty while you're away on business, you will have this extra stash available to you in your luggage. This also provides complete contact information for you should your luggage be stolen. Because your business number is available on your luggage tag, it would be easier for the one finding your luggage to leave a message on your voice mail which you can check while travelling.

Donating Old Office Equipment to Charity

When upgrading your internal office equipment such as computers, monitors, laptops and printers, consider donating your old equipment to charity. There are many charitable organizations that will benefit from using your older, but still useable equipment. Public schools, local libraries, daycare centers, community recreation centers, community job search offices as well as other charitable organizations can benefit from using your computer office equipment and you, as a company, can benefit from the tax write offs as well as building a positive community profile.

Many charitable organizations will pick up your donations and issue a tax receipt. It’s very important to be sure that when you donate old equipment such as a personal computer or server that you completely erase the hard drive to protect confidential information. There are special software programs available to help you, as simply hitting the delete key may not be enough.

Some companies rarely upgrade office equipment but others upgrade on such a constant basis that they are often spending more money on their IT budget than necessary. Ask for a technology evaluation from your IT supplier to help you keep pace with your infrastructure needs while not overdoing it and spending money needlessly.