Organize Your Office and Improve Productivity

 


Visitors: 422
 1 Rating

Are you frustrated with your office space? Do you hunt for a pen every time you put one down? Is the search for documents a half-day event? Is your paper filed chronologically - working your way down the pile to ‘one week ago’ and unable to pull out ‘four months ago’ for fear of a paper flood catastrophe?

Every office deals with an excess of paper and whether large or small, your business is suffering when you aren't operating in an organized space.

So, how do you clear the clutter and gain control?

SPACE IS ESSENTIAL

The biggest problem with staying organized in an office is that people set up a system and don't give themselves enough room to grow.

If you have spent the better part of a day cleaning out a drawer and replacing the items in organized, labeled files, but you can't squeeze a single extra sheet of paper you've wasted your time and the unfiled papers will grow again.

Be certain to have at least a quarter to a third (more if possible) of growing room when implementing a system. You may need to change over at some point, but having some extra space will encourage you to keep up with the organizing.

This also goes for items such as architectural drawings or other products or documents you may accumulate.

Set aside time to purge unnecessary documents. Not only will this provide more space but will save you time that would otherwise be wasted looking through worthless paperwork.

SIMPLE FILING SYSTEM

Do not make your system too complicated or it will be hard to follow through. Color coding can be the easiest if you do not have too many categories. This is effective for systems which only require ‘Income', ‘Expense', ‘Projects', ‘Correspondence’ or something similar.

For filing of large groups of clients, projects or invoices, use a single drawer for each group of related files. A tall filing cabinet can even be divided into alphabetical or chronological systems.

For items you refer to daily or even hourly you might consider a posting board near your desk. This is a great idea for phone number lists, ‘To Do’ lists and appointment calendars.

MAINTENANCE

A filing system is only as good as the upkeep. You may find it easier to have a small system of files located on or near your desk and daily or weekly transfer the items into their permanent home.

This also works for items which you need close at hand such as current project information or price lists etc.

STYLE OF FILING

Consider if you can realistically maintain a filing system. Perhaps labeled boxes would suit you better (especially if you tend to pile papers). The key is to find something you will feel comfortable maintaining. If papers are sorted and occasionally purged, your system will work.

EVERYTHING NEEDS A HOME

Everything MUST be assigned a home. By giving each item a place you will not loose pens, cellphones, glasses and so on. Don't crowd the items or you will get frustrated. Recognize that all of your efforts will help you run your business more efficiently, and thus productively. Reward yourself for keeping the system working!

Rachael Willis is the webmaster of http://www.infoproductscentral.com and the publisher of “The Genuine Truth" newsletter. “The Genuine Truth" newsletter is full of freebies, articles and reviews of the hottest products. If you are tired of spending money on bad products then you need “The Genuine Truth". Join us today and let me spend my money to test these products so you don't have to.

(641)

Article Source:


 
Rate this Article: 
 
Rated 1.0/5 based on 1 Rating

Related Articles:

Better office chair improve employee productivity

by: Emilio Vargas (December 16, 2013) 
(Business/Logistics)

Improve Your Work Productivity With Comfortable Home Office Chairs

by: Nora P. Dyson (May 20, 2005) 
(Home Based Business)

Home Office Organizer - How To Organize Your Home Office For Maximum Efficiency

by: Josh Neumann (May 02, 2007) 
(Home Based Business)

Organize Your Office

by: Katherine G. MacRae (October 12, 2006) 
(Self Improvement)

10 Minutes a Day to Organize Your Office

by: Barbara Myers (April 10, 2008) 
(Self Improvement/Organizing)

How To Organize Your Office Furniture

by: Annie Deakin (December 31, 2009) 
(Business)

Organize your Office- Seven Solutions

by: Rebekah Slatkin (December 14, 2004) 
(Business/Management)

How To Organize Your Home Office

by: Shafir Ahmad (June 06, 2007) 
(Self Improvement)

How to Organize Your Home Business Office

by: Koua Her (July 28, 2008) 
(Home Based Business)

Organize Your Home Office the Easy Way

by: Bridget Messino (December 11, 2004) 
(Home and Family)