How do you know when it’s time to organize your office? When you cannot find the files at the right place, you have to organize an office filing system. When important documents go missing, you know there’s something amiss.
Thinking that you do not have ample time to organize your office, or procrastinating the whole idea, only amounts to more clutter. Disorganization could cost you dearly too.
If you want an office space for rent, make sure it is an organized space.
Moving and rearranging files is not how you organize your office. It does not even clear off the desk. An orderly and relatively neat office makes way for greater productivity and lesser wastage of time.
Organizing your office space does not take days. If you follow some quick work office organization ideas, your team can set up a new space within hours. Moreover, it is easier to maintain an organized space instead of a messy office.
Here are 12 tips to organize your office space:
#1: Declutter Your Office
Purge, empty, scrap, and get rid of unwanted things. Look around for things you have not used in some time.
Take time to check each area. If some things don’t work, send for repair or just toss it. There may be kinds of stuff you have not used in several months and you cannot think of a time to use it, shred it. This applies to equipment, furniture, office supplies, etc.
Look at the knick-knacks in your office – plants, decorations, curtains. If they look shabby and dusty, change them.
#2: Collect & Rearrange
Collect items lying here and there. Place them where they belong.
#3: Define Work Spaces
An office has different areas. Mark each area according to the activity that takes place in that particular space. For example, the main workspace is the desk, the reference area includes shelves and filing cabinets, and the supply area comprises drawers and closets. Demarcate each area placing appropriate equipment to make sure the supplies are located easily. That prevents cluttering.
#4: Keep Important Things Closer
Position important supplies and equipment within your reach. Things rarely used should have a different closet or compartment.
#5: Use a Labeller
Get a quality label marker. Use it to label the shelves, drawers, bins, and baskets. Labelling is a ready reckoner – you know where things are kept and it helps others also to find things when you are away from the workspace.
#6: Modify The Filing System
In this digital age, offices are moving from paper files to word files.
Sort out files that can be stored digitally. Do not make duplicate files. Eliminate files that you do not need. If you already started storing files digitally, on your computer, remember to take backup regularly.
Here are some filing and work office organization ideas:
- Create separate folders: For meetings, create a folder titled “meetings.” In that folder, you can have files of items that should be discussed in the meeting, items you must handoff, and reports to be submitted. It is the best way to prepare for your meetings.
- Create a “Waiting on Response” folder: The WOR folder helps you corral messy paperwork and keeps you prepared for follow-ups. Check the folder regularly for any outstanding action.
- Storage box: Use storage boxes for archived files and arrange them in a new space.
- Magazine box: Use binders or magazine boxes for storing catalogues and magazines. Store them only if you need them. Otherwise, you can recycle them.
- Reading document storage: Designate another folder for documents and print files you may have to read, though not urgent.
- Archive: As you complete a project, put all materials together and keep them in a separate file. Ensure the “working folder” is handy.
- File documents weekly: Do not pile up filing. Do it weekly to ensure you maintain an organized file.
#7: Keep The Desk Clean
A clean and clear desk is such a treat to the eyes. Remove everything nonessential. Clean your desk thoroughly. Keep essentials only for regular use. You can use some handy tips to declutter your office.
#8: Organize the Desktop
Streamlining the desktop is not enough. You have to organize it too. Pick desktop containers or organizers to organize the desk items. Use containers for small items and trays to store paper.
Organize the computer desktop too. Ensure all images or files are kept in folders. Do it every day to stay organized.
#9: Arrange the Drawers
Arrange the drawers such that the same items or things used together are kept in the same space. For example, keep envelopes with stamps, staplers with pins, and notepads with sticky pads.
You can even have drawer organizers for smaller items like tacks and paper clips.
Have a separate drawer for your items.
#10: Separate your Inboxes
If you have to work with others regularly, mark their emails and create a folder/inbox/tray for each.
#11: Declutter Your Piles
With these organizing tips for the office, let’s hope you would not create more paper piles. However, do sort the older piles, go through them, and organize them or dump them.
#12: Sort Your Mails
Don’t dump your mail in yet another pile only procrastinating the job. Sort it at the earliest.
If you want to make sure your productivity skyrockets, sharpen your office organization tips and tricks. Learn to declutter. Get a suitable coworking space in Bangalore as per your requirement.
Novel Office is one of the leading office space providers in Bangalore offering furnished workspaces at some of the prime locations in the city. For more details contact at +91 99 0000 7879.