25 office organizational strategies

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Strategies25Spirited Lady Living www.spirited-lady-living.com

Office organization requires effort and planning, but it isn’t difficult to accomplish.

Taking the time to organize and maintain a productive office can benefit you financially

and reduce the stress of not finding what you need, when you need it.

Spirited Lady Living www.spirited-lady-living.com

Use these tips to turn your office into a haven for productivity...


1. The desk zone.Desks should only contain the necessities like your computer, phone, printer, and reference materials. Too many things cause clutter and disorganization.

Ideally, your desk should have drawers for supplies and files used daily. Pens, pencils, tape, paperclips, and staples should all stay in containers or in easy to reach drawers.


2. The paperless office. One of the best things you can do for your office and the environment is to go paperless. Paper creates clutter!

Although a certain amount of paper is necessary, try reading and storing documents online instead. Before you hit the print key, ask yourself:

“Do I really need to print this?”


3. Inbox and outbox. Having in and out boxes on your desk creates a space for those documents that have to be printed, as well as incoming and outgoing mail.

This allows you to know exactly where documents are, instead of having them in piles all over your desk.


4. Snail mail. If your office gets a lot of mail, it might be better to sort it into smaller trays and title them: To-File, To-Read, and To-Contact (write or call), rather than placing it all in your in or out boxes.


5. Filing cabinets.An organized office needs file cabinets, so use them! Color coding makes it easier and faster to find information.

If your files become stuffed, clean them out. Put prior year’s files in a labeled storage box to free space.


6. Magazine boxes. Store the magazines you want to keep in special magazine boxes on a shelf so they don’t clutter your work space.


7. Paper shredder.Shred documents with personal information that you don’t need to keep. This will free up file space and protect confidentiality as well.


8. Recycling bin.Unneeded papers can quickly pile up, so keep a bin close by and use it often.


9. Do Not Disturb. Reclaim your time by hanging a sign on the door or a dry erase board to let others know you’re unavailable.

Dedicated work time helps maintain an organized mind as well as an organized office.


10. Personal items.Personal items can crowd your workspace. And that’s okay, but don’t let them overrun you.

Designate a specific area for personal items. This keeps your desk organized and free from distraction.


11. Plan it.A personal planner or desk calendar will help you keep track of your schedule and deadlines.

Write everything down! Include birthdays, appointments, client meetings, deadlines, and any other helpful notes.


12. Once a month clean sweep. Spend one day a month doing a total clean sweep in your office. Put files and supplies back where they belong.

Clean out desk drawers and file cabinets. Shred papers that you don’t need if they contain personal information.


13. Tip top computers.Computers are the lifeline of an office. Use canned air to dust weekly and screen cleaners to keep your screen in tip-top shape.

Install and use anti-virus software and system utilities to keep your computer running well. Also, you’ll want to backup regularly.


14. What ‘to-do.’Maintaining a daily to-do list will help you stay organized. Make it a habit to write down important tasks and cross them off as they’re completed.


15. Ugly cords?Tidy up those messy cords with twist ties or rubber bands. Or cut empty paper towel tubes lengthwise and gently push the cords into the tubes. You can even decorate them for a creative flair.


16. The reference zone. If your job requires you to have reference material on hand, set up a specific zone in your office for these materials. This could include binders, books, manuals, magazines, dictionaries, and professional items. A bookcase should fit the zone nicely.


17. Surge protectors and backups.Surge protectors and battery backups are a must for any office. They play a huge part in keeping you organized by ensuring your computer stays up and running.


18. Deadlines. No one likes them, but we all have them.

Incorporate your deadlines into your master to-do list and keep that handy in your planner. Sticking to a deadline schedule will force you to stay on track.


19. Did someone say lunch?Lunch is important to keep you focused and motivated through the rest of the work day.

Stick to your scheduled lunch time and give yourself an extra boost of energy by taking a short walk for some fresh air.


20. Fresh start. Straighten your desk at the end of each day. That way, when you sit down in the morning, you can start with a clean slate.

If you have a priority task that needs to be completed first thing in the morning, leave that out on the desk to help you get focused and ready to go.


21. Label it!A label machine is your best friend. Labelling all files, folders, bins, containers, trays, boxes, and other organizational tools lets you know exactly what’s inside.


22. Time yourself! Using a kitchen timer can be a great help when you’re pressed for time or taking breaks.

Stopping when you’re in the middle of an important tasks wastes time. You lose the time from the task and you lose time trying to get your train of thought back on track!


23. Organize your phone time. Make the most of your phone time by making calls in batches, leaving detailed messages, if needed.

Always include the time you called and make notes about what needs to be done next regarding the call.


24. Develop your own system. Take time to discover what works for you and stick with it. It’ll be well worth the effort.


25. Stick to your goals.It takes 21 days to make a habit. Stick with your organization goals and they’ll become habits.

Your increase in productivity will make you glad you stuck with it!


Keeping yourself and your office organized isn’t hard.

Following these simple tips can keep your office running smoothly, enable you to accomplish more, and help you feel less stressed!


25 office organizational strategies

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