In 2016, I encountered a logistical problem in the staff office at a children’s organization, and I knew something needed to change. The staff was working in cramped quarters with limited space for managing all the daily communication, and the existing system for distributing and organizing written notes was far from efficient.

At the heart of the issue were the 170+ mailboxes meant to serve as storage for important information for each of the 50 groups and dozens of activity areas. The system was set up with mounted shelving units on the wall, each featuring labeled slots for individual groups. But this arrangement was problematic for a number of reasons. First, it led to a cramped and uncomfortable environment, especially when multiple staff members had to crowd around the mailboxes to access their notes. There was also no clear system for filing the older notes. These mailboxes doubled as storage for both incoming notes and older papers, including notebooks, making them even more difficult to navigate. The narrow slots couldn’t even accommodate a standard sheet of paper, so papers and binders regularly stuck out, creating a cluttered and disorganized mess. It was no surprise that papers were often lost or misplaced, especially when staff members bumped into the mailboxes while navigating the cramped space.

Additionally, there was a significant lack of horizontal workspace for staff to organize their materials once they retrieved them. Staff would often take their notes into other spaces like the kitchen or private offices to spread them out and organize, which caused interruptions in those areas. Clearly, the system wasn’t working.

As the person tasked with improving the situation, I took a step back to identify the core problems and came up with a plan. The first step was to find a better way to highlight unread notes, so staff could easily identify important messages that still needed attention. Next, staff needed a way to store older notes and notebooks in an organized manner. Finally, there needed to be a designated space for staff to organize their paperwork, without causing disruptions in other parts of the building.

I was working within the limitations of the existing office space, and I knew that adding square footage wasn’t an option. The space was small, historic, and couldn’t be expanded. So, I began to think creatively. My solution came from a visit to a bank, where I saw a standing-height table with a glass tabletop. While the exact reason the bank used glass wasn’t clear, I realized this design could work perfectly for our needs. A glass surface would allow staff to quickly see if they had unread notes without having to open anything up.

Inspired by this, I designed a custom table with 50 slots beneath a glass surface. Each slot would serve as an inbox for staff, and the glass tabletop would make it easy for staff members to glance at their notes and quickly identify which ones had not yet been read. This simple visual cue would save them time and effort in managing their notes.

But the challenge didn’t end there. I needed to create a solution for storing older notes and notebooks. So, I modified the design by adding a deep, oversized storage slot beneath each inbox. This would allow staff to store not just their current notes but also any notebooks or other papers they needed to keep organized.

The result was a massive, standing-height table—8 feet long, 5 feet wide, and 42 inches tall—that combined an efficient note distribution system with ample storage. The table could be disassembled into three parts—top, left-hand slots, and right-hand slots—making it easy to move or relocate if needed.

Once the table was in place, it was an immediate hit. Staff members appreciated the organized system, which made it easy to check for unread notes, sort their paperwork, and store important files. The large table also spread staff activity out more evenly across the room, reducing the crowding around the mailboxes and improving overall flow. Staff no longer needed to search for a flat surface in other areas like the kitchen or private offices, which significantly reduced disruptions. The maintenance team also appreciated the change. Before the table, setting up the previous shelving system was time-consuming, messy, and required specialized skills. Now, the process was much simpler, making it easier for everyone involved.

What started as a simple effort to improve my own work experience turned into a comprehensive solution that made a significant difference across the board. By redesigning the mail system, I was able to address multiple challenges—highlighting unread notes, creating more storage space, and providing staff with an effective workspace to manage their materials. The changes brought efficiency, reduced clutter, and improved the flow of communication in ways that were both noticeable and impactful for the entire staff. Looking back, I was proud of how this simple but effective solution helped to streamline operations, creating a more organized and productive environment for everyone involved.