It is never a good feeling when your coworkers always surpass you in terms of finishing the office work. But before you curse your efficiency, take a deep look at your desk. If it is all messy and disorganized then it could be seriously hampering your productivity. However, Winc.com.au can aid you in cleaning things off.
But don’t assume that cleaning your office once in a blue moon will by any means enhance your work speed or improve performance. Rather, you will have to follow a proper procedure before noticing any worthwhile change.
So here is how you can organize the office setup to maximize the output:
1- Purge the workplace
Needless to say, purge is going to be the first and foremost step to declutter the office. If you can’t recall when you cleaned your workspace the last time, the odds are purging will last for a good few hours. During the process, it is important to keep asking yourself whether or not you need a certain document, file or equipment. If you can’t find any valid reason to keep it, it’s time to get rid of that stuff. If you happen to own a large office, take one area at a time. This will ensure proper clean-up.
That’s about the tangible cluttering. Let’s turn to the digital mess now. Too many files can slow down your computer and you will have to make an extra effort to reach the required data. Delete the unwanted files and streamline the remaining material in a way that it can be accessed in a click or two.
Remember, purging is not only about bidding farewell to work-related things. In fact, it also includes everything that gives your office a shabby look and contributes distracting your mind. So if there are plants, posters or decorations which have outlived their appeal, there is no point in holding these items.
2- Make a systematic arrangement of office furniture
Of course, nobody has time to get on with purging every once in a while. So you need to look for ways to avoid building piles of unnecessary papers on your desk. The best way to do this is to position your office furniture and other layouts in the right place.
For example, it is very inconvenient to get up and walk all the way down to the dustbin just to throw a piece of paper. On your way, you might find someone who wants to share something with you and by the time you reach your desk, your mind would be diverted. At the end of the day, such small things force you to work extra hours to meet the deadlines.
According to NAPO, you must have easy access (ideally within arm’s reach) to files, pens, trash receptacles, and other regular items. It saves time and keeps you focused.
3- Optimize the filing system
Though most of the office work has been digitized, the paper files have are far from being outdated. If your work requires you to maintain paper files, you need to do it the right way. Putting files in an abrupt manner will consume a fair proportion of your time.
Luckily, there are no hard and fast rules to arrange the file-library. It is a totally subjective matter. Some employees feel comfortable when files are set alphabetically while others like to sort them by client or project names. Plainly put, the order of files can change depending on one’s style of work.
In the same way, you have to adopt a filing strategy for digital files as well. You can categorize the documents in the following manner:
Meeting folder: As the name reflects, this folder will contain all the necessary data, reports, analysis, etc. that you want to discuss in a meeting.
Waiting on Response (WOR) Folder: When you are overwhelmed with a lot of work, it can lead you to lose track of WORK projects. This folder will make sure that no such deal evades your memory.
Archives folder: Far various reasons, sometimes data and material of past projects need to be stored, at least for the time being. You can single out all such files in this folder and go through them conveniently.
4- Tether cables
Disorganized cables can be very destructive. Moreover, if you want to unplug a device, these wires will make it a mounting task. That’s where tethering swings into action. Some people bundle wires in a case and call it tethering. Well, such a make-shift tying up is of no use.
You have to use a proper coil. Plus, you may also hide the wires behind a cable case. Depending on the number of wires, you can buy a large or standard size cable case. Once you are done with the tethering, you will be amazed to see how much space scattered wires were occupying. Talking about small business owners, every inch of real estate matters to them.
5- Clean your desk regularly before leaving
When you come to the office in the morning all enthusiastic and see an unclean desk, it can literally drain all your passion. In other words, a cluttered desk is simply a non-starter. In accordance with a study, an average employee spends about two hours daily looking for the required information. It goes without saying that an untidy desk plays a critical role here. This is one reason why most of the companies have now introduced a clean desk policy.
So much so, sometimes employees turn a work desk into a dining table. If you have a habit of eating at regular intervals, you should better take small breaks instead of bringing everything at the desk.
Make it a point to unload your desk of all the unwanted items before heading out. That way, there will be no waste of time in the morning. You can hit the computer right from the word goes and capitalize on the freshness.
6- Make yourself comfortable
Being at ease is very important while working. If you are not comfortable, you would be focusing more on yourself than your work. This is where small things like a computer stand or a comfy chair can make a world of difference in your performance. What’s more, you will be able to stretch yourself to work for a few extra hours every now and then.
If you are unable to give your best at the workplace, it could be because your office environment does not tick the above boxes. At times, the hurdle between you and your promotion is your chaotic desk. As you can see, staying organized does not take too much. It is all about subscribing to small steps with rigid consistency.