By Steve Harvey, Founder, Squirel
A workspace can look organised but still be misaligned for the work taking place in it. Shelves may be used, tools may have somewhere to live, and equipment may be off the floor, yet people can still spend too much time searching for items or working around storage that doesn’t suit the environment. A suitable strategy for storing items is often overlooked because the fit-out is usually built to the space and aesthetic eye, rather than the work taking place in it.
During my years of working for prestigious automotive brands within development, I saw how closely both storage and productivity were connected. Different projects placed very different demands on the same kinds of spaces. Some work involved tools that needed to stay close at hand; elsewhere, specialist test equipment or instrumentation had to be protected when it was not being used. It was clear that any workspace needed adaptable storage that could shift with each project, so productivity could rise instead of being constrained by a fixed layout.
Build a Strategy That Reflects the Way You Work
The starting point is understanding how the workspace is actually used. Open shelving works well where visibility and quick access matter, while enclosed cabinets suit equipment that needs protection or controlled access. Drawers and bins are ideal for smaller parts and consumables, and larger or heavier items require storage that can hold them safely without making handling awkward.
Take time to develop a workspace strategy before purchasing any storage equipment. Assess your working environment and consider where items should be located to support a smooth workflow. A frequently used tool stored away from the area where it’s needed adds a delay every time someone goes to retrieve it. A component that’s difficult to identify or reach creates a different kind of inefficiency, especially in shared workspaces.
The best way to assess whether storage is still working is to look at the workspace while it is busy. Look at where people repeatedly walk, which items are difficult to retrieve, where equipment accumulates and which areas are being used in ways they were never intended for. Those patterns give a much clearer indication of whether the storage still reflects the work taking place.
Thinking ahead by creating a strategy prevents poorly placed equipment and avoids the overflow that leads to items being pushed onto benches, into walkways, or into any spare corner. These temporary fixes often become permanent, affecting both safety and efficiency.
Plan the space properly at the outset and it will save significant time, frustration, and disruption in the long run.
Look at Where Time Has Been Lost Previously
The productivity impact of poor storage often shows up in everyday interruptions: searching through multiple drawers for the right part, moving one box to reach another, returning to a stores area for something used repeatedly during the same task, or leaving equipment out because putting it away has become inconvenient. Reflecting on where time has been lost before is essential, and those insights should directly inform your workspace storage strategy.
Pay attention to the routes people take during routine jobs, the cupboards that have become overcrowded, the equipment that’s regularly misplaced, and the areas where temporary piles tend to form. These patterns reveal how the space is actually being used – and where the layout is currently working against productivity.
Understanding these habits will guide better design decisions, helping you position storage, so it supports workflow rather than disrupts it.
Implement Storage That Adapts to a Changing Environment
Automotive development made this especially clear. A workshop set up for one programme could soon be handling different components, tools or equipment, and the storage had to accommodate that without making the space harder to use.
Other organisations can face the same issue. A new contract can introduce different materials or equipment, while additional machinery, more stock or a larger team can put pressure on a workshop that once felt spacious. Storage that made perfect sense when it was installed can become increasingly awkward as the business changes around it.
Adjustable shelving, repositionable storage and a sensible mix of open and enclosed space make it easier to respond as requirements develop. The aim is not to keep redesigning the workshop, but to avoid being locked into an arrangement that only suited the business at the point it was installed.
Storage Takeaway
Every workspace is different, but an organised one will build the environment where people flourish and grow. After all, employees deserve to have a smart workplace that will enable them to feel engaged, accomplished in their role, and as productive as possible.
It’s easy as a business owner to let the premises become messy and disorganised especially when it’s busy, which is why it’s worth investing time into reviewing the working layout, as it can have a significant positive impact on productivity.
By taking small and consistent steps to ensure the layout of the workspace is working at its best, you’re protecting your workforce for the future. Using our tips above, ask yourself what you can do this month to make even a tiny step change. The strongest organisations don’t leave productivity to chance – they invest in it.
