Higher productivity and proper management of time are key features in every thriving and prosperous business. One may wonder how this relates to good organization of office. It may start making perfect sense the moment you sit back and consider all the time wasted arranging and rearranging your desks every time you get to your office. Regular tasks such as clearing off your desk, swiping the mess into a bin, tracing important documents, and other stationery. A properly organized office will not just facilitate an improved focus but also hamper efficiency while working.
Here are tips on how to organize your office.
1. Ensure You Can Clearly View the Outside World Through the Window
Occasional glance through the window while working helps reduce stress levels and enables you to concentrate better on your work. You should, therefore, consider moving your chair to a location that allows occasional glance out the window without straining.
2. Keep the Most Frequently Used Items Within Easy Reach
This starts with identifying things you use daily, weekly, or monthly. Those that are used daily, for instance, brightly colored envelopes for regular office correspondence, should be kept in a distance within easy reach. You can keep those that you don’t use frequently in drawers or closets far from your working table.
3. Develop a Filing System
When it comes to developing a formidable filing system, there is basically no right or wrong. The key is to ensure that the system matches how you work and it can be maintained with ease.
There are numerous ways to file your office items. However, depending on your preference, you can always use a simplified alphabetic system. This includes placing all your files in an order depending on the project or a specific client.
The best way, however, is to synchronize your filing system, both for electronic and paper documents.
4. Manage Your Time Well
Just like any other activity, time management plays an integral role in ensuring that your office remains well organized at all times.
Thanks to advancements in technology, there are different tools that you can use today to effectively manage your time. However, whether you are using the more traditional approach of noting down your to-do activities on a notebook or simply using an app, recording all your activities ensures that you remain organized at all times. Remember that for your office to be well organized, you need to be organized yourself.
5. Communicate on a Schedule
Contrary to common belief, being organized is not just limited to putting all your items in their proper places. Having a proper communication schedule is key to ensuring that your office is well organized at all times.
To communicate effectively, be sure to schedule all your communication times. This includes replying to your emails, making important calls, and briefing your employees. Morning hours are always the best times to do your communications. You can as well do this once in the afternoon before heading out of the office.
6. Organize Digitally
While being physically is utterly important, getting organized digitally is equally as important. But what does being organized digitally mean?
This entails getting your electronic appliances in order. Basically, your computer plays an integral role in your office. This includes keeping all the required records and files. However, these files cannot be effective if they are not put in order.
Start by creating a folder coupled with different sub-folders on your computer. This includes developing a filing system for all your emails and any other client projects that you may have. This way, you can easily retrieve each file from a specific client once you receive it.
7. Make Your Workday a Routine
One of the most difficult aspects to grasp when it comes to office organization is maintaining a daily routine. A workday routine involves doing specific activities at a given time on a regular basis.
In a nutshell, getting organized is not a one-time activity. It involves a routine application of normal activities in the office. This includes working on projects, dedicating a certain amount of time to do filing, and documentation and attending meeting GS, among many others.
Once you are done working for the day, it’s important to always dedicate a specific amount of time to develop a to-do list for the next day. This way, you will sleep and wake up knowing what you are going to do the next day. This includes specific projects to work on at a stipulated time of the day.