How to create a better office environment with furniture, supplies, and products

Business Week is pretty cool. They always have lots of good articles for office minded folks. Because of that I tend to point out at least one or two good Business Week reads a week.

However, Business Week has decided that linking to their stories is not ok. Why they're making insane decisions like this who knows, but hey, whatever they want. Technically what they want is no deep linking, meaning I can send you to their homepage. But really, how easy is that if the story is on some other page? Not easy; that requires me to build you some sort of text map so you can find the darn story. No thanks. 

You can read more about this odd link development at The Blog Herald. You get to go read this because The Blog Herald, unlike Business Week, welcomes links and free traffic. Also, here's where the story starts.

In any case, just a heads up. If you like Business Week, you're on your own.

Hope you've been saving up those printer paper boxes because here comes the...

Homemade Cardboard Box Desk!

I know, it seems like a joke, but let's look at the pros:

Free - unless you need to buy boxes. But one, I know you have a ton of boxes, and two boxes are cheaper than wood.

It's a great green office product. Let's say you already have the boxes. What are you going to do with them? This is a nice reuse project.

Stylish. Ok, it does lose a point here - it's not stylish. Although it is unique, which, if you have clients to your home, provides the perfect conversation opener. See there's a bright side to everything.  

Are you sold? Build your own. 

Weekly staff meetings are usually useful for most offices. It's a break in the norm, and a way to discuss upcoming projects, changes to office protocol, and discuss and negative or positive office issues.

However, an office meeting like clockwork, no matter what, is not always called for. Some weeks you may think, "Sigh, I'll go ahead with the meeting even though... (insert reason)." In some cases, the regular meeting may just be a time waster, and worse completely un-useful.

Here's when to consider calling the set weekly meeting off:

• Information is so scanty, that a super quick email can cover it this week.
• The primary reason for the meeting is to discuss "options" about a company decision, when in fact, upper management has already solidly decided on a solution. Want to see some angry employees - keep that meeting.
• Time on a deadline is tight - in this case employees aren't going to be listening anyhow. Call it off.
• Key individuals involved are absent.
• There's a general down feeling at the office - you know, when everyone has the flu, or it's been an extra tired week. I suggest you use the meeting time to allow everyone to go home early. You'll get a fresher and happier workplace.  

When does your office call off meetings?

This week we've been discussing communication and listening skills. Following are 10 tips to improve your listening skills. Alternatively, discuss these tips with another office co-worker (or management). Good communication is vital to companies. Proper listening leads to good communication, which in turn leads to a productive network of information across the company.

8 tips for developing good listening skills:

1. Never try to take massive notes. Jot down key points only. If you're the one running a meeting you can help by preparing a hand-out of key points, or appointing just one person (preferably someone who doesn't need the info) to take notes.  

2. Be sure that seating is situated toward the speaker.

3. Maintain some amount of eye contact at all times. Don't stare a poor speaker to death, but by looking at their face and eyes, you'll hear more.

4. Deal with other issues before a meeting or don't attend. Attending a meeting when you so much on your mind that focusing is impossible is a waste of time.

5. Assure yourself that you won't interrupt until someone is all the way done speaking. Looking for a pause in a conversation pretty much guarantees you won't hear.

6. Relax - all you have to do is listen - not work. That's a good deal.

7. Ask questions if you don't understand or miss something. Part of proper listening is asking questions to clarify if needed.

8. Listen for themes not simply small points. Listen for the entire story.  

To learn more read: Active Listening  

The other day I posted; Five Signs That Your Office Has Communication Problems. Now let's look at one reason why office spaces may have poor communication. 

One of the key traits of an office with communication issues is an office where people listen poorly, or not at all. You can spot these employees, or your management with the following traits.

Common traits of poor listeners (maybe you'll spot yourself here):  

• Individual tunes out boring topics, choosing only to listen when exciting issues are discussed. 
• Individual doesn't hear issue themes, only issue facts. The difference here, is a poor listener misses the overall picture.  
• Individual daydreams and nods off.
• Individual can't jump in quickly if called on with a question or when asked to comment. I.e, they're lost.
• Individual interrupts others often.
• Individual tunes out hard to grasp topics, focusing only on easy issues.
• Individual starts a fight or argument before the speaker has even finished their thoughts.
• Individual reacts emotionally when emotional words are used - such as they're strongly affected when someone says they could improve a task, instead of accepting advice.  
• Individual seems lost and confused at the end of every meeting.
• Individual never makes eye contact - or does, but shifts eyes often or makes faces as you talk.
  

Want more?: Read The Seven Deadly Sins of (Not) Listening

I know, you love all your co-workers all the time... Wait, you don't? Well, this is a great project for the next time someone steals your stapler (again!).

The very sweet, 3" office supplies trebuchet!

• Reuse of office supplies: Check
• Good office revenge tool: Check
• Launches blu-tac up to 4 feet: Check
• Works the brain (ah yes, productivity): Check

How can something so useful be a bad idea?  

Build your own with easy step-by-step instructions.  

*Disclaimer: Office Stuffer girl Jennifer cannot be held responsible for actions management might take if you use this handy trebuchet on said management.

Quick; name a major problem of many an office...

You know what I think - coats and bags. Coats and bags are always everywhere. People sling them over chairs, if it's raining water gets everywhere, and in short, you have a coat/bag mess in the office. An unorganized space is guaranteed to lower productivity and creativity.

Solution: Place a locker near the office doorway. This locker below from the UK based Chrystal & Hill has a great, not bad to look at, locker available. Actually, they have many, but I like that this one is roomy and basic colors - it'll hold everyone's gear and stay understated. 

Sad that this one is across the pond; but no worries, I'll keep an eye out for something a little closer to U.S. readers.  

See more locker, and other office solutions at Chrystal & Hill. 

Any office setting with more than one employee can exhibit communication problems. How can you tell when there are some real issues occurring on a regular basis? Issues that need attending to...

5 signs your office may have major communication problems:

Employees tend to "kill the messenger" no matter the message: When employees always blame the messenger, information may end up being misinterpreted and misunderstood often. Also, while everyone likes to blame the messenger occasionally, ongoing habits like this are non-productive.

People blame people: Yes, often a person may be part of the problem, but rarely are people the whole issue. VERY rarely is one person to blame for everything. If workers tend to lay the blame on one individual or fail to look for a root cause to workplace problems, there may be a communication issue, because obviously, down the chain, information is being misinterpreted.

The office is hyper cyber: If employees are great online, on their cells, and with other computer devices, yet can't manage a single staff meeting, it may be time to look at how office communications are handled. It's great to know how to email correctly, but you should also be able to have a discussion in person.  

Head nodding acceptance: If no one ever questions anything anymore, if everyone agrees all the time, as odd as it seems, there's likely a communication issue. Head nodding companies usually mean that people are afraid to speak up for some reason - no company is happy all the time.

Nothing is clear cut or turns out how it was planned: Communication involves a few different things at the workplace. One, the idea out loud. Two, the idea on paper (or computer). Three the idea in action. If the three rarely (or never) line up, there's some communication being lost at some point between idea formation and carrying it out.  

Coming up this week - ways to deal with communication problems at the workplace. 

What communication issues does your workplace have? 

Here are some great posts I've been reading lately regarding office news, tips, and info.

First off possibly my favorite post of the month: Memo to All PR People & Publicists: Stop Being So Dumb and Do Your Flipping Job - I know this is not totally office relate; however, if your office uses PR folk it's too your benefit to make sure they're acting cool - they're representing your company. And believe me, this post, did not over exaggerate the situation. 

Office 2007 Trial + Activation = Disaster - the post kicks off with, "Urban myth: PC World staffers never have software hassles. Everything works right the first time, and we have special immunity from Microsoft Office nightmares. Pardon me for a minute while I check Snopes -- and LOL." Ha ha, and really it just gets better. I love honest techies.

Internet–Friend or Foe for Productivity?: tips on how to surf when you need to and still stay productive - I need to go back and re-read this one.

Building Powerful and Robust Websites With Drupal 6: I HATE Drupal as a blog platform; that said it might be a nice robust website tool in the right hands. Just don't launch a blog network on it (I'm begging you).

Tax rebates: A clue to co-workers’ salaries: Figuring out co-workers wages using refund amounts - my question; why would you?

How Well Do You Know Your Customers?: Got an office or company blog? Then you need to read this post.

MyFax: A greener alternative to traditional faxing -how is this going to not be a good thing to read?

You know, I have a link love post coming up with some cool office-related reads. Then, I started thinking, just when, exactly, did I offer up some good Know More Media posts? When indeed. It's been awhile.

So, since I'm not a network of one, but many here at KMM, here are some posts, that I think you might enjoy.

Yesterday I noted that Ben & Jerry's was holding a free cone day. What I didn't tell you is that today was Baskin-Robbins 31 cent scoop night. Mainly because, well, one ice cream post a week is enough. However, then on Marketing Blurb I saw this: Baskin-Robbins Retaliates Against Ben and Jerry's Free Cones. An interesting take on the subject. Is it an ice cream war? Personally being just a little hippie, I have to side with B&J, but why not read the post and see what you think. 

Your Last Impression: I liked this post a lot. You know, we do tend to think about first impressions, but what about the last. Truthfully, your last impression, is the last thing people see. You can't recover from it, because you're leaving, so it better be good.

3 Ways to Battle Work Distractions if you say you never need this post, I'm going to have to call your bluff. We all get distracted; you may as well learn 3 ways to deal. 

What to do when you work at home and get sick? Well, you may be working sick. I work from my home office, and last I checked, I don't get paid sick days. Which is sad, but you can get some tips about how to manage.

Lastly, Optimus Maximus keyboard is now shipping and you should want one, because it's seriously the most delightful keyboard you've ever seen! I never thought I'd say a keyboard is "pretty" but I'll say it about the Optimus. I stole this picture from Biz Toolbelt to tempt you, but go read the post, because there are even better pictures to be had (really). 

See how yummy, I'm not wrong.