Hot, Warm, Cold

Here's a simple way to determine where to put things. Items you use frequently need to be placed closest to where you use them. These are your "hot" items.

Items you use, but less frequently can be placed a bit further away. These are your "warm" items.

Things you only use once in a long while are your "cold" items and they can be stored anywhere.

For example, in your office, "hot" items would most likely include your phone, paper, pens, files, phonebook or rolodex, computer and so on. These should be within easy reach.

"Warm" items like extra paper for your printer, resource books, extra office supplies, etc, could be placed in a cabinet or closet across the room. Basically somewhere where you could access them within a few steps.

Outdated files that have to be kept for legal reasons could be stored in offsite storage or a basement room. Any "cold" items like this can be stored where they can be accessed if absolutely needed, but are likely not going to be needed.