Whether you run a consulting business from your home office or work in a cubicle at a marketing company, keeping yourself organized is essential for you to do your job well. How well can you serve a client if you can't reference the notes from your last meeting because they're buried under a pile of other papers? How efficient can you be if you're constantly scrambling for a pen to jot down something on the calendar or take a phone message?
The following are a few tips to organize your office and help you work more efficiently.
Keep the Surface of Your Desk Clear
Removing clutter from the top of your desk can give you an almost immediate feeling of relief. When your work space is stacked high with papers, books, and file folders, it's hard to find space to, well, work, and may cause you anxiety. Clearing off your desk will give you room to use your laptop or desktop computer without fighting for elbow room, as well as give you an area to keep and easily access files or information you'll need for the day.
Use Desktop Organizers & Containers
Office organization goes well beyond getting a matching pen holder and document trays. With a plethora of container styles and colors available at your local office supply store, you can create an appealing, efficient work area that corrals all of your important office supplies and keeps them within easy reach, but out of sight. You could use containers to hold larger items, such as extra rolls of tape, binder clips, and highlighters, while a desktop organizer might have a few spaces to help you file in-progress papers or projects, store pens and Post-Its, and may even feature a few small drawers for miscellaneous items.
For files, purchase a few portable file storage containers or a filing cabinet. Depending on what type of work you do, you can devise a filing system that best meet your needs. For example, in a medical billing office, client files may be organized alphabetically or by patient number. You can further organize your files by color coding them, either by the color of the file itself, or with labels, paperclips, or other distinguishing features.
To organize your drawers, insert trays with dividers and use them to corral paperclips, tacks, elastics, batteries, gum, erasers, and other small items that you may need on a daily basis.
Organize Your Email Inbox
Just because your email doesn't pile up like paper on your desk, your inbox can still be cluttered. An unorganized inbox can cause distractions and you may waste time trying to search through communications to find that one specific email you're looking for. Instead, create folders in your inbox - whether by client, salesperson, or some other method - to file emails. Unread emails can stay in your inbox until you've read them and responded. If the email doesn't need to be filed, delete it and never worry about it again.
Straighten Up Your Desk at the End of Every Day
If you take a few minutes at the end of every business day to file papers and folders, put supplies in their rightful spots, and clear drinking cups and other food items, you'll come back to your desk the following day with a clean slate on which to begin working. Keep a canister of sanitary wipes on hand so you can quickly wipe the desk surface, keyboard, mouse, and desk top phone as needed.
Once you've gotten into the habit of keeping your desk and office organized, whether at home or at your job, you'll see that you are less distracted by clutter, and you'll get more work done in a more efficient and timely manner. In addition, this will not only help you work more efficiently, but it also can help you avoid health problems, too.
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