{"id":4250,"date":"2019-07-12T01:00:44","date_gmt":"2019-07-12T08:00:44","guid":{"rendered":"https:\/\/www.physicianzen.com\/?p=2086"},"modified":"2019-07-12T01:00:44","modified_gmt":"2019-07-12T08:00:44","slug":"creating-the-perfect-physical-workspace-that-boosts-productivity-step-3-of-12","status":"publish","type":"post","link":"https:\/\/zenproductivity.com\/creating-the-perfect-physical-workspace-that-boosts-productivity-step-3-of-12\/","title":{"rendered":"Creating the Perfect Physical Workspace That Boosts Productivity (Step 3 of 12)"},"content":{"rendered":"\n<blockquote class=\"wp-block-quote\"><p>\u201cUnnecessary Items = Distractions = Decreased Productivity\u201d<\/p><\/blockquote>\n\n\n\n<p>How we set up the physical workspace is often neglected. If you completed the previous step (Step 2), then you experienced how easily things can accumulate in your environment without realizing it. We often feel obligated to keep things we don\u2019t need or guilty about throwing things away that don\u2019t mean much to us anymore.&nbsp;<\/p>\n\n\n\n<p>After experiencing a total declutter of your physical environment in Step 2, I hope going forward, that you think&nbsp;<em>extremely<\/em> hard before adding anything into your workspace!<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter is-resized\"><img loading=\"lazy\" src=\"https:\/\/www.physicianzen.com\/wp-content\/uploads\/2019\/07\/000-2-1024x768.png\" alt=\"\" class=\"wp-image-2101\" width=\"790\" height=\"592\"\/><\/figure><\/div>\n\n\n\n<p>After Step 2, you must be feeling pretty good that all of that clutter is out of your workspace. However, the primary purpose of a physical workspace is not to look nice or uncluttered, its true purpose is to elevate your productivity to new levels. You can have an amazing looking workspace but that does&nbsp;<em>not<\/em> mean it is functional. Being uncluttered is only a byproduct of your workspace being&nbsp;<strong><em>Functional<\/em><\/strong>!&nbsp;<\/p>\n\n\n\n<h3><strong>What You Will Need:<\/strong><\/h3>\n\n\n\n<p><strong><em>Time needed<\/em><\/strong>:&nbsp;Approximately 0.5 to 1 full day<br><strong><em>Materials needed<\/em><\/strong>:&nbsp;Trash bin, lots of Trash Bags, Paper Shredder, Pen, Post-it Notes. For a list of recommended supplies for productivity please see the&nbsp;<strong><a rel=\"noreferrer noopener\" href=\"https:\/\/www.physicianzen.com\/essential-office-supplies\/\" target=\"_blank\">STEP 1 blog post on getting supplies<\/a>.<\/strong>&nbsp;<\/p>\n\n\n\n<p>**Physician Zen is reader-supported. When you buy through links on this site, we may earn a small affiliate commission with no additional charges to you.&nbsp;<a rel=\"noreferrer noopener\" href=\"https:\/\/www.physicianzen.com\/disclosure\/\" target=\"_blank\">Learn more<\/a><\/p>\n\n\n\n<figure class=\"wp-block-embed-youtube wp-block-embed is-type-video is-provider-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<div class=\"ast-oembed-container\" style=\"height: 100%;\"><iframe loading=\"lazy\" title=\"Create the Perfect Physical Workspace that Promotes Productivity (Step 3\/12)\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/72BkjyqZhlE?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen><\/iframe><\/div>\n<\/div><\/figure>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3><strong>General Rules for the Physical Workspace<\/strong><\/h3>\n\n\n\n<p>Here are some general rules regarding the physical workspace:<\/p>\n\n\n\n<ul><li>Every item in the workspace serves a purpose<\/li><li>Have only one of each necessary item.<\/li><li>Should be maintained and decluttered daily.<\/li><li>Does not contain any distracting items<\/li><li>Allows you to quickly sort, purge, and organize any incoming items<\/li><li>Have materials that make you feel comfortable and good doing work.&nbsp;<\/li><li>Isolated space to minimize interruptions<\/li><\/ul>\n\n\n\n<h3><strong>Set up your Desk, Chair, Bookshelf, and Cabinet<\/strong><\/h3>\n\n\n\n<p>The first thing is to find the optimal spot for your physical workspace that is isolated and preferably with some good natural lighting. The desk, bookshelf, and cabinet will set up the framework for your productivity system. First set up your desk and place the bookshelf and cabinet next to your desk. This will help you get any books from your bookshelf and documents from your cabinet within seconds of needing a reference. Finally, place your chair at your desk.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter is-resized\"><img loading=\"lazy\" src=\"https:\/\/www.physicianzen.com\/wp-content\/uploads\/2019\/07\/IMG_2175-1024x768.jpeg\" alt=\"\" class=\"wp-image-1851\" width=\"725\" height=\"543\"\/><\/figure><\/div>\n\n\n\n<h3><strong>Setting up Stationery Items<\/strong><\/h3>\n\n\n\n<p>Now let\u2019s place the necessary stationery items in your workspace. I would highly recommend a desk organizer. Here is a link to the <a href=\"https:\/\/amzn.to\/2xFPDsz\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"desk organizer (opens in a new tab)\">desk organizer<\/a> I use, I think it is the perfect size and accommodates the perfect amount of stationery items I have.&nbsp;<\/p>\n\n\n\n<p>Inside your desk organizer I would recommend you have only ONE of each of the following:<\/p>\n\n\n\n<ul><li>1 Black Pen<\/li><li>1 Blue Pen<\/li><li>1 Pencil<\/li><li>1 Highlighter<\/li><li>1 Stapler<\/li><li>1 Pair of Scissors<\/li><li>1 Notepad<\/li><li>1 Post-it&nbsp;<\/li><li>1 Stapler remover<\/li><li>1 Letter Opener<\/li><li>A few Paper Clips and Rubber Bands (you can have more than one of these)<\/li><\/ul>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter is-resized\"><img loading=\"lazy\" src=\"https:\/\/www.physicianzen.com\/wp-content\/uploads\/2019\/03\/302305634637147219_IMG_1039.jpeg\" alt=\"\" class=\"wp-image-1879\" width=\"518\" height=\"527\" srcset=\"https:\/\/zenproductivity.com\/wp-content\/uploads\/2019\/03\/302305634637147219_IMG_1039.jpeg 893w, https:\/\/zenproductivity.com\/wp-content\/uploads\/2019\/03\/302305634637147219_IMG_1039-295x300.jpeg 295w, https:\/\/zenproductivity.com\/wp-content\/uploads\/2019\/03\/302305634637147219_IMG_1039-768x781.jpeg 768w\" sizes=\"(max-width: 518px) 100vw, 518px\" \/><\/figure><\/div>\n\n\n\n<h3><strong>Boomerang Filing System (AKA Tickler File and 43 Folders)<\/strong><\/h3>\n\n\n\n<p>The Boomerang Filing system is a way to send yourself physical items on a specific date. See this video on how to make a Boomerang Filing system. It is also known as the 43 Folders system by Merlin Mann, and the Tickler File by David Allen. I like to call it the Boomerang Filing system because I\u2019m basically sending something back to myself at a future date.&nbsp;<\/p>\n\n\n\n<p>I suggest placing your Boomerang Filing system on your bookshelf for easy access. You can use it for multiple things such as placing things that need actions on a specific date.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-embed-youtube wp-block-embed is-type-video is-provider-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<div class=\"ast-oembed-container\" style=\"height: 100%;\"><iframe loading=\"lazy\" title=\"STEP BY STEP Guide to CREATE and USE a TICKLER File System, 43 FOLDERS, and BOOMERANG File System.\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/BOTe-zIdkJA?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen><\/iframe><\/div>\n<\/div><\/figure>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3><strong>2-Tray System, Pending Review and Need Action Trays<\/strong><\/h3>\n\n\n\n<p>The core of a productivity system is how it handles incoming materials. The 2-tray system looks so insignificant, yet it is truly the underlying feature that makes the&nbsp;<em>entire<\/em> productivity system work.&nbsp;<a href=\"https:\/\/www.amazon.com\/Blu-Monaco-Organizers-Accessories-Stackable\/dp\/B07KJTZV1K\/ref=as_sl_pc_as_ss_li_til?tag=physicianzen-20&amp;linkCode=w00&amp;linkId=f34e877e44edb80e91ed3cd8990cd601&amp;creativeASIN=B07KJTZV1K\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Here is a link to the tray that I personally use and recommend. (opens in a new tab)\">Here is a link to the tray that I personally use and recommend.<\/a><\/p>\n\n\n\n<p>The top tray I think of as the \u201cPending Review\u201d tray where any incoming materials that will need some type of quick processing (2 minutes or less) such as sorting, filling out a form, or things that need to be scanned into the computer. The bottom tray is for things that \u201cNeed Actions\u201d that require more than 2 minutes, such as reading a journal article, filling out an application, etc.&nbsp;<\/p>\n\n\n\n<p>The \u201cPending Review\u201d Tray for most people includes stacks of documents that have not been sorted or filed. Do you have multiple unsorted personal documents, work lists, financial documents, etc that are just sitting around in your office that have not been dealt with? These are things that would all go on your top \u201cPending Review\u201d tray.&nbsp;<\/p>\n\n\n\n<p>In order to have a sustainable productivity system, you will need to clear the \u201cPending Review\u201d tray every day. That way there are only a few items a day you will need to deal with, and it will be very manageable. If you wait a few days, weeks, or months you will likely feel too overwhelmed to deal with everything in that tray. I can\u2019t emphasize the importance of clearing this tray every day to keep you stress free and more productive.&nbsp;<\/p>\n\n\n\n<p>The \u201cNeed Action\u201d tray should also be cleared each day. An item should only go in the \u201cNeed Action\u201d tray if you intend on completing the action for that item that day. If not, then put it in your Boomerang Filing system to send back to you on a day you can do the action for that item.&nbsp;<\/p>\n\n\n\n<h3><strong>Trash Bin and Shredder<\/strong><\/h3>\n\n\n\n<p>I personally place the trash bin underneath my desk so I can immediately throw any trash away. You definitely do not want any trash cluttering your workspace. Having an easy way to dispose of things immediately will reduce the chances that you clutter your workspace.&nbsp;<\/p>\n\n\n\n<p>I place the shredder right next to my desk and immediately shred items when needed. This also eliminates the chance that these items accumulate on your workspace unnecessarily.&nbsp;<\/p>\n\n\n\n<p>These are extremely simple suggestions, but anything you can do to make immediate decluttering easier for you will improve your productivity. We have so many items that come into our environment every day that having process to deal with them will make you more efficient.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter is-resized\"><img loading=\"lazy\" src=\"https:\/\/www.physicianzen.com\/wp-content\/uploads\/2019\/07\/IMG_2180-1024x768.jpg\" alt=\"\" class=\"wp-image-2102\" width=\"718\" height=\"538\"\/><\/figure><\/div>\n\n\n\n<h3><strong>Scanner (HIGHLY RECOMMENDED)<\/strong><\/h3>\n\n\n\n<p>One of the BEST purchases I have ever made towards investing into my productivity system has been a great scanner (link to <a href=\"https:\/\/amzn.to\/2xKIgA2\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"my recommended scanner (opens in a new tab)\">my recommended scanner<\/a>). Yes, they are not cheap, however, if you don\u2019t want physical clutter affecting your productivity, you ABSOLUTELY need a scanner. I have pretty much gone away from a physical filing system and converted to a digital filing system using a scanner. It has made my life immensely better.&nbsp;<\/p>\n\n\n\n<p>My scanner is physically located on my desk right above my trash can and shredder. With JUST those three items I am able to process any physical document that comes <g class=\"gr_ gr_7 gr-alert gr_spell gr_inline_cards gr_disable_anim_appear ContextualSpelling multiReplace\" id=\"7\" data-gr-id=\"7\">in to<\/g> my physical environment within seconds.&nbsp;&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-embed-youtube wp-block-embed is-type-video is-provider-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<div class=\"ast-oembed-container\" style=\"height: 100%;\"><iframe loading=\"lazy\" title=\"STEP by STEP guide on Using Fujitsu ScanSnap iX500 Document Scanner to Increase Productivity!\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/MYf1T2lf79g?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen><\/iframe><\/div>\n<\/div><\/figure>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p>If you don&#8217;t have many documents to scan, then you can actually just do it for free with your phone! Here is a video I made that shows you how to use the iPhone as a free document scanner!<\/p>\n\n\n\n<figure class=\"wp-block-embed-youtube wp-block-embed is-type-video is-provider-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<div class=\"ast-oembed-container\" style=\"height: 100%;\"><iframe loading=\"lazy\" title=\"How to Use an iPhone as a Free Document Scanner and Increase Productivity\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/UmfkuwwiGYw?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen><\/iframe><\/div>\n<\/div><\/figure>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3><strong>Physical A-Z filing System<\/strong><\/h3>\n\n\n\n<p>I have one banker\u2019s box of physical A-Z filing system for some legal documents that I can\u2019t shred. These can include things such as birth certificates, marriage certificates, deeds, etc. My total physical documents take up less than \u00bc of a banker\u2019s box. We will discuss exactly how to set this up in the next post. You can also place your A-Z filing system in a cabinet.&nbsp;<\/p>\n\n\n\n<p>We will organize all of your residual items in your \u201cPossibly Keep\u201d from Step 2 using the A-Z filing system in the next step (Step 4).&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img src=\"https:\/\/www.physicianzen.com\/wp-content\/uploads\/2019\/07\/Physician-Zen-Post-Images.001-7-1024x768.jpeg\" alt=\"\" class=\"wp-image-2103\"\/><\/figure>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3><strong>Sit Down and See How it Feels<\/strong><\/h3>\n\n\n\n<p>After you have set up your physical workspace, have a seat! This simple system will elevate your productivity to new levels. Imagine any physical items coming in and how you would deal with it using this optimized physical workspace!<\/p>\n\n\n\n<p>After this step you will have created a framework for processing ANY physical items. In the next step we will discuss how to organize your physical items that were left in your \u201cPossibly Keep\u201d pile from Step 2 into your new Optimized Physical PRODUCTIVE Workspace!<\/p>\n\n\n\n<p>I hope you enjoyed this post! Click here for an overview of all <a rel=\"noreferrer noopener\" aria-label=\"12-steps to help you achieve a productive life (opens in a new tab)\" href=\"https:\/\/www.physicianzen.com\/12-steps-that-will-make-your-productivity-soar-2\/\" target=\"_blank\">12-steps to help you achieve a productive life<\/a>. <\/p>\n\n\n\n<p>Please sign up for our newsletter below if you would like to receive updates as each step comes out! Once again, I look forward to being part of your productive and stress-free life.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>\u201cUnnecessary Items = Distractions = Decreased Productivity\u201d How we set up the physical workspace is often neglected. If you completed the previous step (Step 2), then you experienced how easily things can accumulate in your environment without realizing it. We often feel obligated to keep things we don\u2019t need or guilty about throwing things away &hellip;<\/p>\n<p class=\"read-more\"> <a class=\"\" href=\"https:\/\/zenproductivity.com\/creating-the-perfect-physical-workspace-that-boosts-productivity-step-3-of-12\/\"> <span class=\"screen-reader-text\">Creating the Perfect Physical Workspace That Boosts Productivity (Step 3 of 12)<\/span> Read More &raquo;<\/a><\/p>\n","protected":false},"author":1,"featured_media":4236,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","site-sidebar-layout":"default","site-content-layout":"default","ast-global-header-display":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","theme-transparent-header-meta":"default","adv-header-id-meta":"","stick-header-meta":"default","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":""},"categories":[2,3],"tags":[],"_links":{"self":[{"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/posts\/4250"}],"collection":[{"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/comments?post=4250"}],"version-history":[{"count":0,"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/posts\/4250\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/media\/4236"}],"wp:attachment":[{"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/media?parent=4250"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/categories?post=4250"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/zenproductivity.com\/wp-json\/wp\/v2\/tags?post=4250"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}