Is a cluttered and disorganised office space getting in the way of your productivity?
Your success at work depends in part on your office organisational abilities, and any job that has some form of paperwork would fall into this category. Organising office paperwork can be intimidating, but getting the job done opens up the opportunity for much greater achievement and a far more pleasant office.
An organised office is really worth it, so find the time to work through it and apply these organisational tips to your own situation. It will be hard work and daunting, at least initially, but the final result will be satisfactory.
Here are thirteen golden rules towards improving your productivity at work:
- Have a master to-do list for each day at your desk.
- Only keep essential items on your desktop (computer, phone, fax/printer, card file). Clean out each desk drawer, to free up even more valuable storage space.
- Filing system should be simple, easy, and manageable. Use storage boxes to store dated files. File papers immediately.
- Pre-sort the mail: To-File, To-Read, To-Contact (write or call). Organise your email; every project or contact should have its own folder.
- Use a variety of containers and desktop organisers to organise stationary and papers that come across your desk (If you work with more than one person create an in-box for each).
- Colour-coding files can make it faster to find information.
- Do not over stuff folders and filing draws! It will make it difficult to retrieve information when needed.
- Sub-divide larger files with interior file folders, and use ‘tab hanging file folders’ in the front for easy index.
- Return calls in batches and leave specific messages and the time you called if the person you’re trying to reach isn’t available.
- Keep an assortment of all-occasion envelopes and stamps in your desk.
- At the end of each project or event, organise paperwork and file or store it.
- Throw away anything unneeded. Empty workspaces of everything but the project you’re working on to cut down distractions.
- Straighten desk at the end of the day, and especially at the end of the week, so that you can start each morning with a clear desk.
Practise these guidelines on a daily basis to help you make the most of your day and get more quality free time.