You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.
Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.
A relatively neat and orderly office space clears the way for higher productivity and less wasted time.
Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.
So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.
1. Purge Your Office
De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?
Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.
Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.
2. Gather and Redistribute
Gather up every item that isn’t where it belongs and put it where it does.
3. Establish Work “Zones”
Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)
Place the appropriate equipment and supplies are located in the proper area as much as possible.
4. Close Proximity
Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.
5. Get a Good Labeler
Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.
6. Revise Your Filing System
As we move fully into the digital age, the need to store paper files has decreased.
What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.
Here’re some storage ideas for creating a smooth filing system:
- Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
- Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
- Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
- Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
- Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
- Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
- File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.