How to Improve Productivity by Being Organised
Time may be evasive, as it should be. However, that should not be taken as an excuse for not being organised. Regardless of how busy you may appear to be, maintaining a clean and organiszed office is mandatory. A disorganised office doesn't in any way encourage productivity. In fact, it further contributes to things that overburdens your schedule. Think of all the time you will have to spend trying to find a misplaced file that no one in your office has an idea of where you placed it when you had it last.
Offices ought to be treated as ongoing projects, and not as a massive assault. Organising your office doesn't necessarily require days, it can take you a few hours, sometimes even minutes, but it is worth all the time in the world. This article simplifies the whole office organising thing. If you are among many who have no idea of how to organise their offices, then the tips discussed in this article are here to help you. To transform your rather disorganised office into an efficient workstation, here is what to do:
How to Organise your Office Space in 21 simple ways
- Purge your Office. the first tip to having an organised office is to get rid of all the materials that are no longer in use. This includes furniture, supplies, and even equipment; anything so long as it's not currently being used. The more these items continue idling in your office, the more they gather dust making it look disgustingly shabby.
- Gather and Distribute. After you have gotten rid of all the unused items, the second important thing to do is to try and gather up every item that is not where it is supposed to be and putting it where it should be.
- Redefine Work Zones. Map your office to determine what type of activities are to take place, and precisely where they ought to. Normally, people usually have a main work space (most probably the desk), a reference area (shelves, binders and filing cabinet), and finally a supply area (drawers, shelves and closets). While mapping your office, be sure to place appropriate items where they are supposed to be.
- Close proximity. Simply position the items you use most often within reach. The others that you rarely use can be moved a little further away.
- Decide on which labeling system to use. For easy reference, you will be required to choose a label marker that is simple to use. Make sure that everything is properly labeled.
- Revise your filing system. It is crucial that you understand that we are moving fully into the digital age. As such, it will be highly important to be keen so as not to duplicate files. Supposing you only store your data and information locally on your computer then regular backups will be a thing of essence.
- Have a meeting folder. To fully be on standby, be advised to keep items that need your attention in one place.
- Create a WOR folder. Have a Waiting on Response folder where all files that are still on hold ought to be. Doing this will enable you to frequently check them with ease.
- Develop a habit of cleaning your desk after you are done working. Only leave behind items that can't be moved.
- Organize your workstation. Utilise the space you have. To be neat, have trays and containers.
- Organize your drawers. Now that almost everything is in order, it's time to make use of your drawers. For effectiveness, use drawer organisers, same drawer space and separate drawers for small items, items used together and personal items respectively.
- Separate in-boxes. This is a great tip for people who work regularly with different people.
- Clear Piles. Now that your office is in order, try not to pile up papers again. Develop a habit of putting away what you have already reviewed.
- Sort mails. Have a specific drawer for mail with an organiser. Place e-mails that have something in common in one pile.
- Assign discard dates. Once you are done with papers, it is important to permanently remove them. Have specific dates for this purpose.
- Storage boxes. To archive files, use inexpensive storage, most importantly remember to remove them from you desktop.
- Magazine boxes. Have one box for magazines and use catalogs for easy retrieval.
- Reading folder. Create a folder to store files that require printing and ones that you are supposed to read but aren't urgent.
- Archive files. Have a folder for projects that are complete and another one for projects that are still in progress.
- Straighten your desk. After you are done with work for the day, try and straighten your desk. This will give you an easy time the next day.
- File weekly. To avoid papers piling up, have a folder where all documents that need to be filed are in one place.
With these 21 tips, you can transform your office into a serene working place that motivates and encourages productivity. Follow them keenly and let it be a habit to always have an organised Office.