Office Organization

Posted on Posted in Learning

Some people find chaos exhilarating and for some reason functional. Paperwork lying willy-nilly across their desks; emails piling up in their inbox. Phone messages taped to monitors and phones etc. Personally, I cannot function like that. Over the years, I’ve found that the secret to a productive day is organization.

Here are a few of my tips to getting and staying organized:

Email

  • Check it often
  • Immediately delete anything that is junk
  • Answer urgent messages promptly
  • Create folders for saved emails that you may need to refer to later

Phone Messages

  • Keep messages in a centralized location, but not in a folder or other obstructed place
  • You want to see that they are there and waiting for you!
  • Arrange messages in order of importance
  • Always tackle high priority calls first
  • Return calls in a timely manner

Desk

  • “A place for everything and everything in its place”
  • If your done with it-put it back where it belongs
  • Keep routinely used items close
  • Pens
  • Pencils
  • Correction tape
  • Stapler
  • Notepads
  • Keep stock items or rarely used items away from your immediate workspace, but close enough you can get to them easily
  • Have an Inbox

Filing

  • Utilize color coding for quickly locating important files
  • ABC or 123 for routine filing
  • Labels, labels and labels
  • If you don’t know what it is, you probably won’t use it.

Project Management

  • Make lists
  • Keep project research and materials together
  • Make a schedule with due dates, deadlines and task completion check list
  • Always assign a deadline – even if you don’t have one.
    Make your deadline a week before the project is do whenever possible to allow for unforeseen changes, events etc.

The most important rule is: (as my middle school math teacher used to say) K.I.S.S (Keep It Simple Stupid). Simply put-don’t go overboard and keep it simple! There is, believe it or not, such a thing as being too organized!

These are just a few, but it only takes a few to get started. Nobody knows best what you do as you do!