When I first started studying Lean Office principles and began to learn more about the 7 Areas of Waste, I must admit that it was the Waste of Motion that caught my attention. 

 

I took a class presented by Gemba Research in which they suggested identifying Waste of Motion by looking for the ugly I-N-G-S. Go back with me to your elementary classroom where you learned that a verb was an action. Now add -ing to a variety of verbs and you'll begin identifying Motions in the office.

It's helpful that the supplies you need throughout your day are located on your desk or within arms' reach. If you consistently find yourself getting out of your chair to get something located on a shelf across your office, it's time to relocate the item. Equally important is cubicle configuration. Employees working together should be located near one another in order to avoid wasted motion.

Sending too many e-mail is another wasted motion. Imagine this scenario: It's 8:30 a.m. and you receive an e-mail from someone. You respond, with a quick question. They get back to you around 11 a.m. and you return an e-mail back around 1 p.m. This continues and by the end of the day the two of you have exchanged "e-mail volleys" about 6-8 times when a simple 30-second phone conversation could have resolved everything.

As you work around your office, pay close attention to not only your own movements but that of paper and e-mail as well. I'm guessing you'll be spotting a few "Ugly-Ings" of your own.

This past year I presented a program for my fellow peeps at National Speaker's Association. Many of us travel - some more than others - but we all agreed that it's nice having that "in-control" feeling while on the road. Here are some suggestions I made for making sure your productivity level remains high regardless of where you're at when your head hits the pillow.
 

1. Use a Packing Checklist -If you consistently forget your belt, put it on your list! Store the list in your luggage. If you need help remembering other items related to travel, use our handy Travel Checklist.

2. Keep all travel-related documents together in a file. I use a green poly project folder and keep it in the same briefcase pocket for every single trip so I always know where it is. It contains an envelope for receipts and has confirmations of air, hotel and rental cars. When you receive travel confirmations via e-mail, insert the e-mails in your Outlook Calendar on your travel date so you'll have it electronically too.

3. Voicemail Log Book - this inexpensive (less than $5) item helps me jot down all voicemail messages I may get while away from my office. It becomes the "home" for pertinent messages and information. No more scraps of paper, backs of envelopes or business cards to jot something down on.

4. If you travel a lot, you may want to purchase an extra charger for your phone. It's so handy to keep in your luggage and you'll never get caught running out of battery. In that same vein, have you ever left the office without your power cord for your laptop? Disastrous! You might want to get an extra power cord while you're getting a phone charger.

5. If you like to exercise but don't always feel like using the hotel's fitness room, pack your favorite Pilates DVD and get a good workout in your room.

6. In my travel laptop case, I keep the following items:

7. If you'll be doing any type of presenting, take a back-up copy of your presentation on a flash drive. You can also e-mail it to yourself at a Yahoo or Gmail account in case your server is down you can still access it.

8. Prepare for the Inevitable - The more you travel, the greater chance that your bags will get lost.