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*THIS IS TRANSCRIPT IS NOT EXACT–THIS IS A VERBAL TRANSCRIPTION THAT LIKELY CONTAINS NUMEROUS ERRORS*
Hi everyone! Welcome to the Productivity Boosters and Stress Reducers podcast. I’m your host, Stephanie Heeb, and I can’t thank you enough for listening in! Each episode I will discuss a new tip or trick that will help you to live a productive and efficient life. Professionally and personally! If you’re ready to find your productivity rhythm, relieve stress & meet your goals faster than this is the podcast for you! This podcast is sponsored by YourChoice Concierge. Created to make your life easier by providing flexible, hourly personal and professional assistance. Let us handle your busy tasks so you can focus on what’s important. You can learn more about YourChoice Concierge by clicking the link in the description.
This week’s episode is all about workspace optimization and how it is directly related to your productivity
Your work environment has a significant impact on your brain’s ability to focus, process information and sustain your energy levels. Did you know that clutter can lead to a 40% decrease in productivity? A tidy workspace might be the easiest productivity boost you didn’t know you needed! Some key factors that play a role in optimizing your productivity are light, noise, temperature and ergonomics. So let’s start with light…Natural light regulates our circadian rhythms which boosts your moods, your focus and your energy. This is extremely important to me personally…One of the must haves for my home office is a window…I know it makes a big difference in my productivity. In fact the house I lived in before the one I’m in now, didn’t have a home office space with a window…sooo I actually had a window installed. Now I know that not everyone has the ability to just a tear a hole in your house and add a window so I do want to share a few products that can help offset the lack of natural light in your workspace. The first is a sun light or sun lamp. These mimic natural sunlight and give you similar mood and energy boosting benefits. There are also LED window lights. You can hang these in your workspace to give the illusion of having a window in your room with bright light shining through. You can even add curtains to enhance the illusion of an actual window. It’s pretty cool. Just do a Google search for artificial window lights if you want to see all the options and find one that fits in your budget. Another of the key factors in optimizing your workspace is noise…So excess noise will increase your cortisol (KOR-TUH-SAAL) levels which will directly affect your stress levels and your ability to stay focused. I’m not saying that your workspace has to be completely silent…I personally could never work that way…I need a little background noise to stay on track. But everyone is different and you should find what works for you…There have been studies that show a controlled ambient noise can improve concentration so maybe start there if you think complete silence wouldn’t be beneficial for you. The next key factor in workspace optimization is temperature. Temperature obviously affects your comfort but it also affects your cognitive function. It’s pretty simple…If you’re too cold, your brain will focus on keeping warm…If you’re too hot, not only will your brain focus on cooling but it will also cause you to become lethargic. And being lethargic definitely doesn’t help with being productive. So what is the perfect temperature? According to a study by the Helsinki University of Technology productivity peaks at 71.6 degrees. But again, this isn’t one size fits all so find a temperature that you think works best for you…It may involve some trial and error…Just pay attention to your thermostat settings and productivity levels when trying to figure it out. Now let’s talk about the last, and in my opinion most overlooked factor in your workspace optimization…And that is ergonomics. The American Journal of Industrial Medicine found that businesses that invest in ergonomic furniture report up to a 25% reduction in absenteeism and a 15% increase in productivity. Poor posture and uncomfortable furniture will cause you physical discomfort and even long-term health issues. Both of these can cause distraction when you’re trying to work which of course will reduce your efficiency and productivity. There are several types of ergonomic tools you can incorporate into your workspace but I'm just going to go over the top of the list. There are Ergonomic chairs which support natural spine alignment and reduces back pain if you sit for all or most of your work day. There Ergonomic desks that can be adjusted for sitting or standing. These will encourage movement, improve your posture and can reduce fatigue by breaking up extended periods of sitting. There are ergonomic keyboard and mouse options…both of which decrease the risk of carpal tunnel and hand fatigue. There are ergonomic monitor stands and arms which gives you the ability to adjust the height and tilt of your monitor for optimal screen positioning. Keeping your screen at eye level will prevent neck and shoulder strain that can lead to long-term issues down the road. Now these are just a few examples…I suggest researching the other tools and accessories available if you think you’re ready to make your office space ergonomic friendly. I have an ergonomic chair and an ergonomic keyboard. And I will say when I first got the keyboard it took a little time to get used to buttt now I would never go back to a standard keyboard. So if you try some new ergonomic furniture or equipment don’t give up on it if it initially feels different or funny to you. You will learn to love it. Now that we’ve discussed the key factors of workspace optimization I want to jump into the elements of an optimized workspace. This includes the physical setup of your workspace, the organization of your digital workspace and the personalization of your workspace. Let’s start with
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the physical setup…more specifically…your desk placement…Why does it matter? Proper desk placement can minimize distractions and enhance your focus. Of course if you're in a company office, you may not have the ability to drag your desk wherever you’d like. If that’s the case I’ll have more tips to enhance your workspace in other ways beyond desk placement shortly. But If you do have the ability to adjust your desk placement, you should consider a few things…If you can, you should position your desk near a window to increase your exposure to that oh so important natural light. Just make sure your screen isn’t backlit because that can cause a distracting glare. You should also consider positioning your desk so that you’re facing away from high traffic or busy areas…this will reduce interruptions and distractions as well. If it's not possible for you to turn your desk away from a busy area then consider using dividers or even plants to create a sense of privacy. Another important factor in your physical workspace setup is being clutter free. Visual clutter is actually overwhelming to your brain which leads to decreased focus. When your workspace is tidy you have more mental clarity and less stres. I highly recommend investing in some desk organizers or trays to help you get and stay clutter free. Also consider storing items you don’t need daily in drawers or filing cabinets. Of course the items you store in drawers should be stored in an organized fashion as well. This will prevent you from struggling to find what you need when the time comes. Ok, so now that you know the importance of the physical setup of your workspace lets chat a little bit about the digital organization and why it’s also very important. Similar to a messy physical workspace, a cluttered digital workspace will also lead to wasted time and frustration which hinders your productivity. I know it can be time consuming to get your digital workspace in order but it is so so worth it when you have things organized and a system in place to make sure it stays that way. You can start simple by creating a folder structure for your files. This process will look different for each person based on the work you do…so I can’t give specific instructions but don’t hesitate to reach out to me if you need help getting started with file organization and processes improvement to keep it organized going forward. I love working on that type of stuff. Another important thing to consider in regards to the digital workspace optimization is minimizing your digital distractions. Constant notifications and open tabs will lead to fragmented focus and reduce your deep work efficiency. Consider turning off your non-essential notifications during your work hours to help with possible distractions. Ok now that we’ve covered the physical and digital setup of your workspace, let's get into the fun stuff…Personalizing your workspace! Adding personal touches to your workspace creates a sense of ownership and comfort
and in turn this makes your space more inviting and motivating. If you're a plant lover like myself, and you have natural light, your workspace could be a great place to add some greenery. They will improve the air quality, reduce stress and create a more calming atmosphere. In fact, studies have shown that plants can boost productivity by up to 15%. You don’t want to go overboard though…Adding too many plants could become a distraction. You might also consider picking out more low maintenance plants, like succulents or pothos so taking care of them doesn’t become another big job on your to-do list as well. If plants aren’t your thing, there are definitely other ways to personalize your space. You could add your favorite inspirational quotes that help you to stay motivated. Or maybe other mood boosting items like family photos or artwork that sparks joy. Items that make you smile or inspire you can help lift your mood and reduce stress. It can even be as simple as your favorite coffee mug or a cozy blanket. And don’t be afraid to change it up or rotate your personal items occasionally either. This will help to keep your workspace fresh and engaging. But again, just a reminder, don’t go overboard with your personalization. Too much will make your workspace feel cluttered and distracting. When your workspace setup and personalization are combined with digital organization the result is a workspace that supports your goals rather than hindering them. You should find yourself able to focus longer without discomfort, eliminate mental clutter and tackle your tasks with energy and enthusiasm. I realize that organizing and optimizing the workspace may come easier to some people than others. Maybe you're struggling with a small workspace. Or a shared office space that doesn’t give you the full freedom to personalize. Or maybe your budget is tight so you feel limited on what you can do. If any of those sound like you, then hopefully some workspace hacks will help. Lets start with dealing with a small workspace or a shared office. First, it’s as simple as decluttering. Keep only the essentials within arms reach and digitize any documents that you can. Paper files can pile up and become a big distraction. If you don’t have the ability to digitally store your documents then consider creating labeled folders and creating an organized file system to keep things in order. You can also use wall mounted shelves for files or supplies. Another helpful hack is installing small hooks for headphones or other office cords. I’m sure all of this sounds great in theory but what if you’re on a tight budget…Can workspace optimization still be accomplished? It can! Draw organizers and desktop risers are a couple of affordable organization solutions. The organizers will help you keep small items like pens, chargers and sticky notes stored neatly and the desktop riser will elevate your monitor to eye level without breaking the bank. Some other low cost upgrades include a clip on lamp or LED strip lights for better illumination. Or a seat cushion to enhance your ergonomics. There are also some DIY solutions you can try. For example, things like glass jars or even boxes can be used as storage containers. And let’s not forget about the digital organization…There are actually a lot of free resources to help you get and stay organized. A couple you may have heard of include Trello and Evernote. I’ve talked about both of those in previous podcasts. But there are tons of others so you should do your research and find what will work best for you. Hopefully these hacks will help you get started without requiring a significant investment of your time or money. Now once you feel like your workspace is optimized and you’ve unlocked your productivity power it’s important to make sure it stays that way. It’s essential for maintaining productivity, reducing your stress and fostering a clear mind. There are some things that can be done daily to ensure your not slipping into old habits or disorganization. For example, at the end of each day, take a few minutes to clear your workspace. Even just 5 minutes of tidying up will make a big difference. File away papers and put items back in their proper place to prevent clutter from piling back up. You can even create a catch-all basket if you have things that can’t be put away at the end of each day. I use this for items I know I’ll be working on again the next day and I make sure it’s empty at the end of each week. I highly recommend doing a few things to maintain at the end of each week too…these things don’t necessarily need to be done every day…This includes wiping down all your surfaces and making sure your drawers are still organized. If things seem a bit unorganized at the end of the week, take just a minute to put things back in place. And again, let’s not forget about our digital organization. It’s easy for things to get unorganized when we’re in the middle of our work duties especially if we’re in a hurry or under deadlines. So take a few minutes at the end of the week to make sure your digital files are stored in appropriate folders and delete files that don’t need to be saved. By consistently following these practices, your workspace will remain optimized and organized, fostering a productive and stress-free environment. Before I wrap up, I want you to ask yourself a few questions…
Is my current setup working?
Does this space support my focus and productivity?
Are there distractions or clutter that slow me down?
Do I feel comfortable and motivated when I’m here?
In my opinion an optimized workspace is not a luxury
It is a necessity for unlocking your full productivity potential and maintaining your well-being in the process
It doesn’t just improve how you feel— it changes how effectively your brain operates
And you don’t have to make drastic changes all at once.Small changes can make a big difference and build momentum for larger improvements. Making even just a few of the workspace adjustments I’ve discussed is the easiest productivity win you can achieve. It’s also important to note that productivity isn’t one-size-fits-all. You can try different setups, tools, or layouts and find what works best for you. Remember Your workspace is more than just a place to get work done—it’s the foundation of your productivity, creativity, and well-being. Taking the time to evaluate and optimize your space can have a significant impact on how effectively you work and how you feel while doing it. It isn’t just about working smarter; it’s about creating an environment that empowers you to thrive.
That’s all for this week’s episode of Productivity Boosters & Stress Reducers. Be sure to check back soon for our next episode. I’ll be discussing Self-Care for Entrepreneurs! If you want to learn more about workspace optimization, have feedback about this episode or a specific topic you’d like to hear about in the future, please email me at info@yourchoice-concierge.com-- I’d love to hear from you! Make sure you also subscribe to the YourChoice Concierge YouTube channel where you can find some examples of the tips and tricks I discuss on the show! Thanks again for listening! I’m Stephanie Heeb and I hope you’ll join me next time for more tips and tricks to live a productive & efficient life. Professionally and personally!
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