Thanks to innovative technology, we are no longer tethered to traditional office spaces. In fact, both the merit and reach of these technologies has exponentially expanded over the past two years. This is arguably a direct result of the worldwide Covid-19 pandemic. It’s a good output that’s come from all the bad. And we’ll take it! Ready for a change of scenery? Here’s what you’ll want to do to ensure you’re productively mobile with dual workspaces.
Cloud-Based and Digital
Whether you move between home and traditional office space, travel among clients or make on-demand adjustments due to unforeseen circumstances, you have information access needs. You need what you need, when you need it. As such, digital and cloud-based storage is an imperative when you operate in dual workspaces.
If you follow me, you know, I’m a big fan of digital file storage. Keeping up with paper copies opens the door for error. There’s lost originals, forgotten copies, compromised security, etc. Simple and free tools, like Scannable and Evernote, put the capabilities of a traditional scanner at your fingertips. So, as a first line of defense, scan any hardcopies you foresee needing in the future. Place these scanned documents in your digital filing system. And then, to ensure you have access no matter where you physically are, use a cloud-based digital filing solution.
Cloud-Based Storage Tools
You can find numerous cloud-based storage options today. And these platforms effectively support dual workspaces. As you consider your best option, consider they ways in which you work. Also, consider with whom you share information. Most importantly, stick to one system. Then, to ensure success, communicate with those involved in your decision.
Here are a few of my favorite cloud-based storage solutions:
- Google docs is an excellent cloud-based document storage solution. It is widely accessible. Furthermore, you can password protect documents and share files via email and text.
- Collaboration tools like Microsoft Teams and Slack , support cloud-based group information sharing via document storage and innovative communication platforms.
- Evernote is an intuitive cloud-based system that supports document storage and article clipping from the internet. You can store items in folders. Information sharing is simple via email or by granting access to specific documents or folders. Collaboration-friendly, multiple users can access and edit, if desired, individual documents or entire folders. This is one of my favorite digital tools.
Maintain a “Go Bag” for Transitioning Between Dual Workspaces
Now, I acknowledge everything cannot be virtual. There will be physical items that make your dual workspaces optimal. But you don’t want to squander your time searching for these items. You don’t want to have to pack them up each time you head out the door. What’s more, you don’t want to bleed down your productivity bandwidth making do with less-than-ideal compromises in a pinch. So I recommend you stock, and maintain, a bag or briefcase with the items you require for work.
The contents of your “go bag” will be unique to the way you work, but might include:
- computer cables
- charging cable
- if wireless headphones are your preference, do include a wired back-up
- legal pad
- writing utensils
- access badge/key, if applicable
- wipes to clean-off community desk tops
Capitalize on Your FTF Time
Lastly, take advantage of the circumstances unique to your dual workspaces. It’s true, working from home saves you time. No commuting. No (or little) getting dressed and ready. Additionally, working from home might allow you to oversee a sick child, for example, or meet a repairperson. But remember, going into an office or meeting a client on-site brings its own unique advantage: interpersonal engagement.
There is no doubt, face-to-face interactions are invaluable in business. Following the guidelines we’ve discussed above, you might always have the perfect set-up for cranking out your work independently. But, holing up in a corner to work defeats the purpose of traveling to a dual workspace. And so, by way of example, if you’re in-office infrequently, be sure to schedule time to catch up with your coworkers. And if your weekly meeting is normally held virtually, why not try working in a few of the IRL variety when you are on-site? (That’s “in real life” for us text-lingo compromised.)
Dual Workspaces Can Be Productivity Boosters
To successfully manage dual workspaces, block off some time to set up your strategy. A cloud-based digital storage system will ensure you have what you need, no matter your locale. A properly stocked “go bag” will make the change of environment seamless. It is possible to be productively mobile, and the change in scenery delivers up inherent benefits. To close, I’ll quote Dr. Seuss: “You’re off to Great Places! Today is your day! Your mountain is waiting, so get on your way!” Oh, the Places You’ll Go!
Sara Genrich is a Productivity Consultant, an Evernote Expert and the creator of the Organizing@Work for Success Workshop. She’s committed to providing real-life solutions so her clients have time to focus on the things that really matter.