Moving from an office to a small cubicle - suggestions for organizing?

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Moving from an office to a small cubicle - suggestions for organizing?

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Started 7 months ago by Greyghost
Latest reply from shebolt
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Greyghost
Member

My department is being moved from our current cozy office spaces to cubicles this weekend (we were told last Friday) and I need to prioritize and organize my space, while still maintaining numerous records for tracking and auditing, most of which I can archive after January 31, 2012. I'm a project manager with several 'live' projects, and to make matters more complicated, I need to maintain paper files, not just soft copies, due to to technology challenges with our systems (disappearing internal accounts, etc.)

I'm use to having a white board, and a collection of live files in vertical systems around my desk. I'm losing drawer space for office supplies, so would a small set of drawers (the arts type 3 drawers, for example) on my now larger and deeper counter space be a good idea?

Any one have any suggestions?

Posted 7 months ago #
snosie
Member

My colleague is better at this than me. His philosophy is 'you can only work on one thing at once' so he always has a clear desk. But that doesn't solve you issue.

1. Use stacky racks for folders/papers/even notebooks (which is maybe what you mean about vertical racks), like this: http://www.amazon.com/gp/product/B0019TWUW2/ref=pd_lpo_k2_dp_sr_2?pf_rd_p=1278548962&pf_rd_s=lpo-top-stripe-1&pf_rd_t=201&pf_rd_i=B005H2MQ80&pf_rd_m=ATVPDKIKX0DER&pf_rd_r=1J5TQHDA603ZJK9W7AQ0

2. How much stationary do you use? I have a top drawer for the less frequently used stuff (clips, stapler, hole punch, highlighters). I use little containers (the clips come in platic little cubes, I keep the lids as well and use them) to keep everything in it's place. I have a small tin with frequently used pens. That's it. If you have no drawers at all, consider what you really need. One type of post it note, one type of clips for paper (if you can - simplfy before organising)

3. Most 'open' plan offices (like my own, I'm also a project manager), have lots of communal shelves/cupboards. I find that usually there's no idea what's in old ones, or what will go in new ones. So cordone off some near you, and store the still needed, but aging/less used projects there. I mean, how long does it take to get/return even active projects, leaving your desk clear for what you're using now.

I'm not sure if I'm on the mark, but it might spark some creative solutions?

Posted 7 months ago #
lottielot
Member

If you need a whiteboard and you have those tall dividers round your desk (I'm assuming it's that type of cubicle?) then could you have a big whiteboard as one of the dividers? Also, it sounds like you need to make use of your increased desk depth for storing all your paper files which you need on hand. Good luck: sounds like a challenge juggling all that paper in a tight space!

Posted 7 months ago #
herisff
Member

Cut down the office supplies in your area, and only keep the records you must in your cubicle. I'm a big believer in using a space for awhile before purchasing organizers, so I suggest making do for a few days with what you have. Once you move in, organize the files/records you need to keep with you first (with the most accessed in the most convenient area), then organize the rest around them. Send off what records you can to archive now (Jan through October maybe?) and send the remainder when you can. Take home all pictures, personal stuff from your desk until you know again what will fit. And declutter, declutter, declutter. The less you have in a cubicle, the happier you will be. Oh, and unless you have a light fixture in your cubicle, be sure to bring a lamp with you (the corners can get pretty dark). Good luck.

Posted 7 months ago #
mskris
Member

Greyghost: I'm not alone! Sorry - but when I saw this posting, I thought, "Did I write that?" I was just moved from an office to an open cubicle (only 1 high wall, 2 only about chestheight, and no fourth wall at all! I feel so exposed! I haven't worked in a cubicle since 1993 and I have to say, I am not a happy camper. My company is short on space, so I'm not the only one having to "downsize." As for organizing, I have 2 shelves on the higher wall (with doors), 2 large shlves (open) on another wall, and a white board on the 3rd wall (upper half of the wall). It was a challenge - and I'm not one to bring a lot of personal items into my space, but I took home all photos/posters/pictures, as well as personal tchotchkes, before I moved. Then I packed only what I had to for the move. Fortunately for me, I don't keep many paper files. I did keep my full-spectrum desk lamp. I had to crawl around under the desk and move wires because the setup they made for me for the computer/phone wasn't comfortable, but otherwise, most of my stuff fit. Good luck.

Posted 7 months ago #
Another Deb
Member

If you have a window, you can use that glass as a whiteboard. If not, you might consider getting a large poster framed with acrylic on both sides. Flip it to the blank side for whiteboarding, the poster side for decoration. They also make Contac paper that is whiteboard-marker friendly. I put some on a file cabinet so I could use that space for messages.

Posted 7 months ago #
JuliaJayne
Member

You can buy whiteboard aerosol paint, too. Has anyone tried it?

Posted 7 months ago #
Greyghost
Member

There are many great ideas on this thread. Thank you all so much for your advice and experience. I really like the advice of waiting for a few days and figuring out what I actually need, as opposed to trying to recreate my current office in a smaller space. Another Deb, I'll keep an eye open for the Contac paper, if I decide I really do need a whiteboard; there will be a three or four drawer file cabinet in my space, so that would make good multiple use of space.

Snosie, we do have a large amount of communal filing, and one of my projects for the next few days is to identify drawer owners and get old stuff cleaned out. Some things never change in large offices.

mskris, I'm in a similar situation, this will be my first time back in a cubicle since 2001. I'm lucky though I have high walls on 3.5 sides (the other .5 is the entrance) and I'm outside my boss's office, and out of the main traffic corridor so the location is good.

Keep the suggestions coming, this is very helpful.

Posted 7 months ago #
shebolt
Member

I found a set of vinyl wall stickers that serve as whiteboards. They are removable without damaging the surface, and I have placed them on the doors of my overhead cabinets.

I have also found that dry-erase markers work perfectly on metal filing cabinets. Not exactly a whiteboard, but good in a pinch.

Posted 7 months ago #

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