How To Organize An Office In 5 Simple Steps
An organized office is an efficient workplace; trying to work on projects in the midst of a messy office will never be conducive to productivity. An office space should reflect the passion and commitment of workers to their duties and responsibilities. One mistake in this regard is to assume that others will take care of organization; whoever is in charge of the office is ultimately responsible for coming up with a plan to keep it neat. Here are five steps anyone can follow to make an office tidy and organized:
Sorting Office Items
To divide and conquer is a good strategy to get started in the office. Sorting requires going through items one by one, but this should only be done after setting up logical categories that make sense from a business point of view. The following are broad suggestions for categories that may fit into many businesses:
* File away
* Throw away or destroy
* Handle immediately
* Handle later
Once the categories have been established, sorting can begin.
Finding a Place for Everything
The heart of organization is based on the idea of everything having its own place. When deciding about where things should go, a little strategic thinking will go a long way. Let’s say an architect keeps CAD files in multiple USB drives; if these storage devices are constantly being handled, they should ideally be kept in a place where they can be easily. Tax accountants should keep recent 1040 documents in a folder near their desks.
An office that is devoid of paper is a wonderful place to work. Investing in a scanner and imaging software solution is a more efficient idea than adding file cabinets that will only occupy physical space. Running out of space in the office will defy any attempts at organization, and this includes cluttering desks with paper; it is always preferable to work in a paperless environment that reclaims physical space. As for the type of digital storage, many business owners can take advantage of public cloud solutions such as Microsoft Office 365 or Google Drive; in some cases, however, there may be a compliance requirement to keep digital files stored on premise.
Purging and Permanent Disposition
Office managers must be straightforward and merciless when it comes to disposing of certain items. A basic rule of thumb is to archive items that will not be looked in the next 12 weeks. Anything else that will not be used after three months should be taken out of the office.
Creating a Maintenance Plan
Keeping things tidy in the office will require maintenance, and this means creating a schedule for doing so. The steps above should be revisited at least once a month; busy offices may need to take time to freshen things up once a week.