Perhaps you’ve spent 40 minutes looking for an important piece of document, or you’re always losing and misplacing items on a regular basis.
Well, it’s time for you to have an understanding of the value of having a well-organized workspace. Doing so decreases the clutter, reduces stress levels and promotes order around the office.
In this article, we’ll talk about the seven useful office organization tips to boost productivity:
Make your desk clutter-free
While you spend most of the day in front of the computer, what happens around you can have a significant impact on your concentration and work performance. Everything from the lighting in your office, the papers filing on top of your desk can affect your ability to complete a task. That’s why you have to utilize desk organization techniques that help declutter your workspace.
Firstly, get rid of unnecessary items. Look around and see if there’s anything that doesn’t belong on your desk, so you can remove it. Also, ensure that you have a trash bin near your office. That way, it will encourage you to throw out things that you need instead of hoarding them in your drawers.
If you’re not sure what to throw out and what to keep, try applying the Declutter Formula by using the acronym RFASR:
Recency- When was the last time you used the item?
Frequency- How often do you use it?
Acquisition Cost- How costly or difficult is it to get the item?
Storage Cost- How much storage space does it require and what’s the maintenance cost of the item?
Retrieve Cost- What exactly are the costs when retrieving it?
Create a filing system that is both standard and digital
There’s nothing more frustrating than spending a precious amount of time looking for a missing file in the office when you should be doing other tasks.
A filing system is a vital aspect in the workplace as it keeps everything more organized. Whether it’s a standard or digital filing format, you have to enforce a well-planned office filing system.
For example, you can start organizing your paper clutter by purchasing new binders and folder files to keep everything organized as possible.
Create two different work zones
When in the workplace, you have to come up with two different work zones to keep things in order ‒ one for computer work, and the other for non-computer work.
Computer work zone- This is where your traditional desktop or laptop computer is. You spend most of your time here doing office related work that involves using a computer.
Non-computer work zone- This is pretty self-explanatory. A non-computer work zone is a place where you do non-computer related tasks such as thumbing and scanning through documents, signing papers, and stamping envelopes.
Make use of desk organizers
Clearing your desk doesn’t mean dumping everything in your drawers in a disorderly fashion. You can utilize bins to separate things. Small compartments where you can put office supplies like pens, staplers, and tapes are quite handy, because you may reach for these things every so often. Ideally, arrange everything based on how you need them.
Take advantage of technology
With the rise of technology, numerous software programs and apps help people get things in order and tick off their to-do lists. If you’re not sure where to start, you can search through the top-rated apps in your smartphone. Better yet, ask around the people in your office for the apps that they use to enhance productivity.
For instance, you don’t need to carry documents back and forth since it’s possible for you to scan and upload them on cloud-based apps like Dropbox. It’s also possible to take note of meeting notes on your tablet or laptop and upload them to Evernote.
Set a Cleaning Schedule
One of the best office organization methods is to keep a cleaning schedule. It’s a fantastic way to spruce up your workspace both at the start and the end of the day.
By creating a cleaning schedule for your office, the clutter in your desk won’t build up over time and will decrease significantly.
Wrapping It Up
Keeping your workspace organized isn’t just finding permanent places for essential items. Office organization is a state of mind and requires a constant amount of work and thought.
About the Author — Raymond Chiu is the Director of Operations for MaidSailors.com, the leading Office Cleaning NYC. Maid Sailors take pride in providing outstanding office cleaning services at affordable prices. Maid Sailors helps workplaces transform into spotless places.