How to Enhance Organization at the OfficeLucinda Winston
Employees who are organized are more productive, and they can influence other coworkers to take an orderly approach as well. Set standards in your workplace by making an effort to streamline day-to-day tasks. By implementing an overhaul of current business processes, you’ll allow employees to spend less time looking for supplies or documents, and more time meeting goals.
Structure the Document-Filing Process
One of the easiest ways to organize the workplace is to incorporate a filing system for loose documents like invoices, forms, or brochures. Here are several tips to improve your current set-up:
- Once you’ve put a procedure in place, spend time educating employees on the proper filing method. Fewer mistakes are made when everyone is on the same page.
- Centralize filing cabinets or document storage in one area of the building. This way, employees don’t need to travel to different rooms to find the right form.
- Implement digital file organization to seamlessly store your paperwork. Digital documents are stored securely, and they allow employees to quickly search for what they need.
Allocate Meeting Times
Insufficient scheduling can have a detrimental effect on the organization of the office, too. For example, imagine you’re in a time crunch to finish a proposal when a manager stops by your office to call an impromptu meeting. You’re forced to put the project on hold, interrupting your train of thought and hindering the brainstorming process.
Keep employees focused by giving a heads-up on any upcoming meetings or one-on-one sessions. By providing ample notice for workers to manage their time, you’ll limit office-wide stress and keep productivity high.
Incorporate Concise Labeling
Businesses that handle lots of paperwork can benefit from a neatly organized document system:
- Try color-coded binders to notate forms that need be completed, versus documents that have already been stored.
- Use name labels, such as stick-on labels, to categorize filing cabinets or document boxes.
- If your company manages digital documents, be sure to enforce a system for how each folder is labeled online.
Encourage Proficient Time Management
Beyond organizing group time (such as meetings), individual time-management skills are an essential asset in the workplace. Educate employees on ways to use their time wisely, such as:
- Making a To-Do List: It sounds like a no-brainer, but sometimes writing it all down can help you remember tasks that need to be done, while prioritizing other needs first.
- Asking Questions: Before starting a new task, determine if that’s the best item to tackle at that moment in time. Ask yourself: can this project wait? Are there any items that I should be doing instead? Can I re-prioritize my to-do list?
- Consolidating Common Tasks: Employees waste the most time hopping back and forth between roles. For example, quickly making the switch from sending emails to placing calls, which requires the brain to change gears at each step and breaks overall concentration. To increase productivity, employees should get into a groove by completing one task at a time, like sending all the emails that need to go out, and then making any necessary calls.
An organized office can save time and increase employee production. Get a head start on organization with stick-on labels from It’s Mine Labels. The brand offers personalized labels and identification products to help keep workplace paperwork in the right place and limit clutter. For more info, call 1-866-695-2235.