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Make Your Work Area Your Own

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By Chris Long

There are times when staying focused and being productive can be difficult, especially for people who work by themselves. If your office is in your house or even in a lonely cubicle, and interaction with other human beings is mostly through phone calls, texts and emails, you should make your work space as inviting as possible. When you wake up in the morning, you should look forward to spending most of the day at your desk, rather than dreaming up excuses not to roll up your sleeves, dig in and get to work.

office environment

Use Your Imagination

There are some simple and inexpensive things you can do to make your work space a more inviting place to do your job.

  • Maybe your desk is facing in the wrong direction. Most people would rather look out a window than stare at a wall. You can move your furniture around so you’ll have a better view, though you might be limited by the location of your electrical outlets and your phone and cable connections.
  • Invest some money in a solid, comfortable chair. You might need an extra chair if clients or co-workers ever visit your office.
  • Bookcases come in a variety of sizes. They are useful for storing books, of course, but you also can use some of the shelves for framed photos or for items that otherwise would be cluttering your desk.
  • The color of your walls can make a difference. Paint them a bright hue, or make your work space even more interesting by painting one wall a dark color and the other three a lighter shade.
  • Use your imagination when it comes to finding a place to store your office supplies. You can put paper clips in old coffee jars, pencils and pens in decorative glasses and bills and letters on small shelves on the wall behind you. Flea markets are a great place to find unusual items that will work well.
  • Surround yourself with stuff that makes you feel good, whether it’s photos of your family or of a vacation you especially enjoyed or a trash can emblazoned with the midnight green logo of the Philadelphia Eagles.

Low-Maintenance Plants

One or more plants can make a big difference in your office. They help clear the air by soaking up pollutants, and they also give off oxygen. The following plants are all low-maintenance options that can make your office a better and more interesting place to work.

  • Aloe;
  • Chrysanthemum;
  • Golden pothos;
  • Red-edged dracaena;
  • Spider plant;
  • Weeping fig

Give the Walls Some Pizazz

You’re probably spending at least 40 hours a week in your office, so you should do something to make the walls a little less boring. You have some options in addition to simply painting them.

  • Make a fake window – You can enlarge a photo you love and frame it with lightweight window molding. Then, when you’re not busy, you can pretend you’re gazing at the Pacific Ocean, the Rocky Mountains or the coast of Maine.
  • Lighting makes a difference – If you are currently bringing light to your office with harsh fluorescent lighting, a small table lamp with a natural-light bulb will help.
  • Decorate your walls – In addition to photos and other artwork, you can decorate dull walls with wallpaper ñ or with craft paper and colorful fabric attached to the walls with Velcro.
  • Don’t forget the floor – An area rug can help define your work space, especially if your office area doesn’t take up an entire room. If you are working from home, your office might be part of the dining room or a corner of your bedroom. An attractive chair mat will work as well.
  • Define your space – Room dividers can be useful if your office is taking up only part of a room in your house. They are generally between 5-and-a-half and 7 feet tall, and they come in a wide range of styles, from simple bamboo slats to those imprinted with photos depicting the life of Elvis Presley or the antics of popular comic book heroes.
  • Your office should be inviting, for you and for others – If you have guests in your office, make them feel welcome with an espresso machine or a dish of mints or chocolate. If you never have visitors, the coffee and candy will give you a good reason to hang out in your office.

Whether your work space is at home or in an office building, you should look forward to spending time there. It should be a fun, cheerful place that brings you comfort rather than stress. Most of all, it should reflect your personality and the unique way you do your job.

Author’s Bio: Chris Long has been helping homeowners on DIY projects since 2000. He is an “on-the-floor” sales associate at a Home Depot in the Chicago suburbs. Chris is also a regular contributor to Home Depot’s Home Decorators.com website, where his range of interests includes providing tips on home office design, floor coverings and furniture for the home.

Why Do Your Meetings Go Nowhere?

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Surprisingly, office meetings are always long. You hardly ever hear of anyone complaining that the meetings were too short.

Every company has its own culture when it comes to meetings and how they are conducted. The general sentiments surrounding office meetings however make them appear boring and ineffective.

But why should it be this way? Is there an alternative to making meetings productive?

The fact remains that every meeting usually has an agenda that is communicated either before or during the meeting.

What makes meetings seem like they are ‘going nowhere’ has to do with the set up and the premise for which these meetings are held and how the content is passed on.

Below are some reasons behind the failure of company meetings.

Objectives Aren’t Clear

Every meeting started must have clear objectives.

Lack of tangible and well-structured objectives not only wastes time but also confuse the attendees who may be left to guess what the meeting is all about. Be sure of what you are trying to achieve by holding the meeting and bring that objective out clearly.

To help you on this, a pre-meeting review and rehearsal would be appropriate just to ensure that the agenda is in order and the points are well arranged, this enhances and streamlines the objectives of the meetings. Unless you convince yourself, you may not be able to convince the rest of the attendees.

Unregulated Number of Attendees

Before holding any meeting, the number of people to attend these meetings needs to be checked and ascertained.

Not everyone should attend the office meetings. In fact that is one of the reasons that make these meetings fail in making an impact. The more the people attending the meeting, the higher the likelihood that such a meeting will consume so much time compared to the set time limits.

Instead of each person attending the meeting, only a few should be picked and the rest served with a brief summary of the discussions later on.

Time Blown

A meeting is ‘elastic’ in nature; it tends to stretch out to fill whatever time it has been allocated.

Meetings which take longer than necessary tend to eat into the company’s time and still end up being counterproductive. Part of the time allocated will normally be used for conversations that are not even company related or if they are then not on the agenda.

To make such meetings successful, you can reduce the time so that only the relevant things get time to be discussed.

The ‘Latecomer’ Factor

Meetings tend to spend too much time on arrivals. Late arrivals in particular can waste time for the entire group.

The solution to this is to start the meeting on time so that latecomers will find ways to catch up on their own. People will soon shape up and arrive in time because latecomers are embarrassed walking in when others are embroiled in deep discussions. This will save time for the whole group and the meeting will achieve its purpose.

Conducting Sitting Instead Of Stand-Up Meetings

Research shows that stand-up meetings take lesser time that those where people are seated.

This is because stand-up meetings tend to make people less comfortable, meaning decisions are arrived faster, deliberations made in record times and only pertinent issues get airtime. So far these meetings have been ranked among those that are productive and efficient.

Remember time saved in the course of a meeting is always equated to productive time given back to the company.

Discuss more with less time; you will find meetings meaningful and effective.

Photo credit: imlworldwide.com

About the Author: Tina Samuels writes on how to be first on Google, social media, marketing, and other business topics.

Is Having Clients at Your Home for Business a Wise Move?

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You finally have your small business up and running. And it’s in your home. How do you have clients come to see you? What do you need to think about?

Many small business owners can’t afford office space, or really don’t need it, so they work from home.

A lot of questions arise about meetings in the home, so here are some of them with their answers:

1.    Do I need a separate entrance?

Ideally yes, but that’s not always possible in the real world. If you have a separate entrance, you will come off as more professional than if a client comes into your home filled with your personal life. But if it’s not possible, just make sure you have any area clean of clutter (even if you stuff it all in a cabinet), pets are put away and no one will bother you during your meeting. If your office is upstairs or somewhere else in the home where you’d need to walk through much of it, have your meeting in the dining room or another neutral area more easily accessible in your home.

2.    Should I tell my client beforehand or will that make me look bad?

Many people say they drive up to a house for a meeting and think they have the wrong address. Be upfront and let your client know you work from home and that is where you’ll be meeting.

3.    What if my client hurts him or herself in my home?

This is a tricky one. If your client slips and falls or your dog bites him, you’re legally responsible. The smartest thing you can do is have insurance to cover this. If you don’t and something happens, it can turn into something pretty big and bad.

4.    Should I just meet at a coffee shop or somewhere else instead?

Sure, some people who home office have off site meetings. It depends a lot on what you do. If you need to look at material that takes up space, your home is probably better. At home you can avoid distractions that may be found elsewhere. You also have all your materials and don’t have to lug anything around. But if you have kids or pets at home, or another working adult, it may be too distracting and you should think about another spot.

5.    Are there any other little tips I should know?

Yes.

• Dress professionally. Maybe you work most of the time in sweats, but remember you’re meeting with a client, put on your work clothes.

• Try to avoid any household smells like last night’s dinner or your golden retriever. You can use a candle or other air fresheners; just make sure nothing is too strong or offensive.

• Oh, always make sure the bathroom is clean!

Many people work from home and as long as you keep it professional and let your client know up front, you should be fine.

If you run your small business from home, do you allow clients to come by? If so, what have your experiences in such cases been like?

 

Photo credit: thesmarterwallet.com

About the Author: Heather Legg is a writer who covers topics related to small business, social media and personal finance.

5 Tips for Trimming the Office Budget

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Running a small business is expensive – very expensive.

Saving little bits of money here and there can make all the difference to your overall profit come year-end. There are hundreds of small ways to save money, but when it comes to saving big, there may be a few things you’re missing.

With that in mind, here are five ways to trim your office budget and start saving loads of money each year.

1. Save on utilities

Utilities are one of the largest expenses for an office. By turning up the AC just a few degrees, you can save hundreds per month. Always turn off computers and electronic equipment when not in use, switch to energy-efficient light bulbs, install light sensors in break rooms and restrooms, and consider switching to solar panels if you can afford it. Keep in mind, solar panels are very expensive upfront but will save you thousands over the years. They also can be used as a deduction on your taxes.

2. Save on marketing

Another large office expense is money spent on advertising and marketing. Keep track of where every dollar goes and take note of what methods are the most and least effective for you. For example, are you still sending customers fliers in the mail? If so, you may want to switch to sending e-fliers, instead. E-fliers are quick to make and even quicker to mail out, not to mention the amount you’ll save on paper and stamps. A great way to market your business is via social media. Build a Facebook page, Twitter account, company website and blog to attract and retain customers.

3. Save on office supplies

If you’re in need of new office supplies, which account for 20% of expenses on average, don’t just buy the first thing you see. Look for deals, ask for discounts or buy used. If you’re really looking to save money, consider leasing the larger equipment that you need. This saves you money upfront plus allows you to “test” the product before committing to it. Also, only buy equipment and supplies that you absolutely need. Too many businesses wind up wasting money on technology that never gets used.

4. Save on taxes

Small businesses can write off almost everything nowadays. When it comes time to do your taxes, be as thorough as possible to ensure you’re not missing any deductions. Some less common deductions include utilities in your home (if you have a home office), insurance premiums, retirement accounts, office equipment, bad debt (money people owe you), travel expenses and even clothing (if used for business purposes). Consider hiring an accountant if this isn’t something you wish to take on yourself.

5. Save on staffing

Each year, re-evaluate your staffing needs. Who are the top and bottom performers in your company? Are there any positions you could possibly combine into one role? Is each staff member doing their job efficiently and improving your company, or are they simply taking up space? By evaluating your staffing needs each year, and possibly firing or replacing a few employees, you’ll not only save your company tens of thousands of dollars but you’ll also have a company that’s better-run and managed.

Photo credit: scu.edu

About the Author: Sarah Brooks is a freelance writer living in Glendale, AZ. She covers topics on budget help, personal finance and small businesses.

Doing Away With Tension in the Office

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When you put a number of professionals together, no matter who they are, at some point in time, tension will arise.

Maybe it’s over a business disagreement, maybe they have some differing visions for the future, or maybe they simply don’t get along.

But the bottom line is that people sometimes have to work together despite these things (or not and that means someone losing his or her job).

So how do you make, and keep, a happy, trusting work place where your employees can be productive and successful?

Think about it when hiring

When you are in the hiring process, think about how new employees will connect and interact with current employees.

If you see personalities that will certainly clash, you may want to rethink that hire even if everything else is top notch. If you get a vibe on different goals or perspectives that you’re not ready for, think twice.

It’s much easier on everyone if you just don’t get there in the first place than to have to deal with personality challenges, misconceptions and not seeing eye to eye in the future.

Notice what is going on

If you see employees struggling to get along or avoiding one another, try to figure out what is going on.

You could meet with each one separately or talk to an unbiased party and get to the bottom of it. It’s not a bad idea to mediate a meeting between those not getting along, and if you are one of them, you need to speak up and try to work out problems before they become unworkable.

If you can get to the bottom of things before they escalate, you could possibly save a lot of turmoil and tension.

Don’t put your head in the sand

If you’ve noticed something, or you personally are having trouble with someone, you need to address it.

Problems sometimes go away, but often they don’t. And if they don’t, you may have much bigger problems to attend to, like people quitting, having to fire someone, losing income due to time spent on this or unhappy customers. Remember, tension needs to be addressed.

Keep a positive atmosphere

Keeping a positive atmosphere in the workplace will help keep these problems to a minimum.

If you can provide a safe atmosphere where your employees feel trusted and have at least one person they can go to, it will help. If your employees feel valued and that even through professional disagreements, you still respect their work and opinions, tensions may be kept at bay.

You, as an employer, can set clear goals and recognize achievements. When you show value, even when tension exists, the positive may outweigh the negative feelings.

Remember there is life outside of work

Sometimes when there is extra tension or someone seems more stressed or difficult to get along with, remember there may be something outside of work going on.

Sure, work at work is priority, but sometimes it’s hard to focus on the positive when some other aspect of your world is falling apart, be it health, family or other external stress. Try to find out if something else is underlying before taking severe measures.

As a business owner, you have lots of roles to play.

Sometimes mediator or confidante is one. Sometimes you have to make decisions you don’t want to.

Keep a constant eye on things, and maybe you can prevent office tensions from escalating too far.

Photo credit: livinggreenmag.com

About the Author: Heather Legg is a writer who covers topics on small business, getting along with others and a company’s online reputation.

Did You Picture a Successful 2012 for Your Company’s Employees?

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With Christmas in the rear view mirror, many thoughts now turn to New Year’s Eve and the New Year that will be here in less than a week.

For many small business owners, that also means looking back at the past 12 months and determining what worked, what maybe did not work, and what needs to be done over the next 12 months to make 2013 an even better year for one’s company.

As noted last time, how did you treat your customers over these last 12 months?

As some small business owners have discovered, this last year meant gaining some and losing a few customers. The ultimate question many of them will be left asking, what could they have done better to cement these relationships with the very people that keep them in business?

While business owners will agree that customers are a vital part to staying in business, employees prove just as important if not more a key component to keeping the doors open. Without quality workers to keep things running smoothly, a business owner can see their dreams go down in flames rather quickly.

Along with reviewing what you did for your customers this year, take a few minutes at this time and review what you did for your employees.

Among the items to look at:

* Making sure their needs were met – From the little things like benefits to making sure they had all the tools necessary to complete their jobs (see below), did you meet their needs? While many small business owners have had to scale back on benefits due to the economy, others still continue to offer things like health insurance, 401(k)’s and more. If you are not offering these, can you change that in 2013?

* Setting the scene – Whether you operate out of a spacious office or one the size of your home living room, what were the conditions your employees had to work under during the last 12 months? Did you make the office environment as comfortable as possible, making sure simple things like office space, lighting, ventilation, safety etc. were in place? Office workers tend to thrive in environments that are both comfortable and secure. If they are currently working under strenuous conditions, there is a good chance that their work performance suffered at times. What do you need to change in 2013?

* Taking time to reflect – While the goal of any company is to be as productive as possible, did you recognize your workers during the year? Such occasions can be things as simple as office happy hours, a party from time to time, birthday celebrations, awards for a job well done etc. If you offer a year-end party, did you record the last 12 months and show off all the success via things like an office video or blurb photo album? By reminding employees of all the successful things they did over this last year, you not only make them feel better about their efforts, but you also give them reminders of what can be accomplished. Lastly, videos and photos of the office team working together, solving customer issues, and celebrating office milestones (birthdays, anniversaries and more) helps make for a more unified staff;

* Staff improvement – Finally, you always hear coaches and many athletes talking about there is always room for improvement with their teams. The same holds true in the workplace, especially when you run a small business with a small number of employees. As noted a moment ago, everyone there is part of a team, a unit that must function as one for the entire company to succeed. While you run the company and have the final call, get input from your workers on the company’s efforts these last 12 months. From the administrative assistant on up to your top employee, everyone’s feedback counts.

As you get set to run your business into 2013, always remember that without your dedicated employees, you could be hanging a permanently “closed” sign on the front door.

Photo credit: blog.parago.com

About the author: Dave Thomas covers small business topics for a variety of websites, including www.verybestsoftware.net.