Neat and tidy office spaces can inspire confidence with clients. If they walk into your office and see total chaos, they may think twice about doing business with you. Aside from being better for business, an orderly office makes you more productive because there is no wasted time hunting down those important papers or that elusive pen.
Making sure your office is organized does not take forever. A little bit when you have time will make a massive difference. And no, moving piles of paperwork around your desk doesn’t count as tidying up. Let’s get started with the ideas and tips below that will turn your office into a super efficient workstation.
Office Space Organization Made Easy
First Things First – Take everything that isn’t where it should be and put it back where it belongs. Make sure that you have a spot for everything.
Designated spaces – Think about what type of spaces you need. Generally your desk will be the main area. You will need somewhere to keep your supplies (a closet, drawers, shelves or stacking boxes and a filing cabinet or set of shelves where you can keep anything you need to access quickly.
Throw It Away – If it’s broken then get rid of it or get it repaired. If you find something and realize that you haven’t used it for more than a few months, toss it. Make sure that you do a complete purge of your office. It will give you workspace a whole new lease of life. Even that prized fake plant that you have on your desk needs to go if it is looking dusty and shabby.
Labelling – Label everything! From bins to shelves, drawers, baskets and filing cabinets, everything needs a label. Doing this will make it easy for you to find anything that may have been mistakenly claimed by colleagues. When you are looking for a label maker, make sure that it is easy to use.
Keeping It Near – Place things on your desk in the order that they are used. Whatever is used the most, keep it close to you.
Filing System Revision – Most things are stored digitally nowadays, so if you find that you are doubling up on files you may be able to rid yourself of some of the papers that are clogging up your cabinet. Just be sure to regularly back up your computer so that your files are safe.
Meetings and Reminders – Make sure that you have a folder where you can keep track of everything that needs doing. Have a folder for things that can be delegated and another for reports that are to be handed over. Anything that needs to be “discussed later” can have it’s own separate folder so that it doesn’t end up getting in the way of other more important work.
Waiting For A Response – Everything that has been put on hold until somebody else gets around to it needs to be kept in it’s own folder. Be sure to take a look at it every couple of days so that you can chase up anything that needs to be done.
Organize Your Physical Desktop – Now that you have de-cluttered, you can put back the essential items that you uses regularly. Anything else does not belong here. Containers, organizers and trays all help to keep your workspace tidy.
Get A Handle On Your Drawers – Paper clips, erasers and tacks are just a few of the small things that can be put in containers in your drawers. Items like notepads, post-it notes, envelopes and stamps can all be kept together in one drawer. Keep your personal things totally separate in their own drawer space.
Archiving – Completed projects need to be kept separately from anything that is currently being worked on. A folder to hold all the information pertaining to the finished project needs to be filed away together.
When To Discard – Be sure to find out how long each document needs to be kept. If there are no requirements and you know you are finished with it, throw it away or shred it. Be sure to write on paperwork or files when they can be discarded.
Reuse or Recycle – Keep a box discreetly tucked away where you can put all papers that needs to go the recycling bin or be reused as scrap paper.
Clean It Up – Wipe your desk down daily. Dust and rings from your coffee cup are not a good look on your desk. Give it a good wipe down and your workspace will feel much fresher.
Daily Routine – When you are ready to head home for the day, be sure to tidy your desk. This way you will be walking into an organized office space the next day which will make it easier for you to get on with important business.
Making sure that you put that effort in each day to keep your workspace in tip-top order, will ensure that you are more productive and efficient. If you aren’t spending time looking for files or folders you will have more time to get down to business. In the end this will spill over into your private life. No more bringing work home with you or sorting through piles of papers at the end of the day. Your private time will be yours so you can get on with doing what you love instead of worrying about work