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How To Organise Your Office

July 12, 2016     Organisation

Maximising productivity at work is something most office workers are keen on doing. However small or large a business may be, efficiency is an important aspect to an employee’s role. There are emails to get through, papers to sort, people to call and sometimes days can feel a little wasted. This cannot be blamed on one aspect, however a lot of this may be down to the environment that you’re working in. As business self-storage experts, we have created this guide to motivate you into that all important clear out, here’s how to organise your office!

organise your office

 

By making the decision to organise your workspace, you’ll feel more inspired and will complete tasks quicker, pleasing yourself AND your boss – it’s a win-win! For those sat at a desk all day, it can be easy to lose your way beneath unneeded documents if you don’t take the time to clear out.

As an office worker, you’ve probably been in the situation where you can’t find an important phone number or you’re desperately trying to find a lost file. By following these steps, you’re allowing yourself to become more productive – leading to less wasted time and a happier version of yourself in the office. Here you’ll learn how to provide a place for everything and create an optimal work space. These time-savers are the key to a worthwhile working day!

What are the benefits of office organisation?

Carrying out these organisation tasks doesn’t have to take forever, and once it’s done – the less work it’s likely to be in the future. You can either do a little at a time or all in one go, the following tips offer a short and handy guide to organising your office. Your efficient workspace is just 5 steps away, so let’s get started!

1.Declutter your desk

You cannot begin your organisation until you get rid of some unneeded items. Whether you’ve accumulated a lot or a little, de-cluttering and getting rid of documents, books and files you don’t need will set you up for productivity all round! Flick through files, throw out or store unused furniture, plants and decorations. If supplies are gathering dust – you can put these into storage or simply throw them out, as they’re probably not improving or adding to your working day.

Top tip: Keep a waste bin close to your desk so that you can dispose of items immediately rather than allowing them to gather up!

tidy desk office

 

2.Establish your work zones

All offices are different. Depending on the size and nature of your work, you can decide what type of activity should happen in each area of your office and where you’ll need certain items at hand. There should be 3 main areas:

Your main workspace

This is usually a desk or table, keeping this minimal & organised is more simple if you allocate a place for all of your items.

Your reference workspace

This space is your place for used documents and books – use binders, filing cabinets and shelves to keep items in a particular space.

Your supply workspace

This section of your office should be a closet or drawers in which you keep items that don’t require constant reference, these may be work that you’re unsure of.

Any supplies you don’t use every day should be kept in a cabinet or on shelves. Once organised learn to keep things in place. By knowing where important items are at all times, you’re speeding up your work and getting things done in a more effective manner.

3. Organise your files

There are a number of ways that you can sort your files, by doing this you are limiting time spent looking for documents and opening yourself up to actually getting more work done! Recycle an old jam jar to make a pen pot & purchase a drawer divider to get yourself started.

Here’s a starter to organise your files, these can be done virtually, physically or both.

File 1: Meetings/work to discuss
File 2: Outstanding work
File 3: Waiting on response – if you’re waiting on a client or colleague, put the file in this folder and check on it every few days for outstanding actions

how to organise work files

 

4. Use post-it notes & labels

This may seem obvious, but labelling items will enable you to gain more of a structure to your work and speed up the process of finishing something. It’s basically a simple tool to help your thinking process – for example, to save yourself looking in 5 different drawers for one piece of paper, you can label each drawer and then you’ll automatically know which topic it falls under.

5. Move files to digital

The need to store a large amount paper files is not necessary; think about what you could keep within a file on your PC, rather than hanging around on the desk. For example, you may have a notebook full of plans and the chances are, some of them have been written and forgotten almost immediately. It can be difficult to keep up, especially if you have a lot to do during the working day, so cut this down by preventing duplicate files. Create a folder for each client, completed work, unfinished work and outstanding calls to make. With Google Calendar, you can organise your day and set yourself reminder notifications, ensuring that your productivity is always the best. Perform regular backups of your digital folders to avoid losing important work.

Top tip: Once this is done – organise your desktop files and delete anything unneeded, use Google drive to keep really organised

If you can’t part with certain items in your office but they’re really getting in the way – contact our team at Your Store Exeter, we offer cost-effective storage solutions for a range of businesses to Exeter and the South West.

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