We all hear the phrase: “Time is money”. Most of the highlights recognize how precious the products are. Among the demands of time at work and at home, you can be frantic to watch the clock and realize that it is out of time.
What if there was a way to give you more time to spend more on interacting with clients by providing deadlines and exceeding goals?
There is, and it is simple and difficult at the same time: to organize your office.
Some experts estimate that we spend more than an hour each week looking for lost items. So organizing is a way to find an extra hour each week, or even if you are notoriously disorganized. We also know that beyond the lost physical elements, simple projects or tasks can often be forgotten or lost when there is no clear organization of responsibilities and tasks.
Adding the order to your life at work will ensure that you make the most of your time in the office and let you know that you have spent time with you by focusing on your goals rather than looking for lost documents and files. Here is a guide to organizing your office as a boss.
How to organize your office as a boss
Fits a proven approach
You do not have to find a way to organize your office from scratch. In fact, there are many proven approaches that stand the test of time. For example, in Japan in the 1940s the Kanban method was developed and is now used to reduce disorders and increase attention.
The Kanban method is based on the fact that we can benefit from visualization and use a written exam to focus on activities and show the progress of an incomplete task to a finished process. List your tasks in several elements, such as:
- To do
- What I’m working on now
This simple way to organize your office, the workflow also allows collaborators and supervisors to know where the project of interest is operating.
Beyond the methodologies that organize your office the workflow, there are also proven approaches to organizing the space itself. The minimalist movement encourages workers to eliminate all the extra upset of their workspace, such as books they have not touched over the years or files stacked so high that they can not see their colleagues. A disorder like this becomes distracted and distances itself from its important work.
Start with your desk
Even if you do not end up enrolling in a particular approach, the basics can help you get organized. Log in to your current office with pleasure:
- Is this book, file or piece of mission paper crucial? Otherwise, recycle, dispose of or store in a closet. Take the habit of keeping only the essentials. Be a persistent paper shredder, especially when you have the same files on your computer.
- Set a “running” item on your desktop. Leave notes, unpaid invoices, unread white cards and more in this section until they are completed. Having a designated place for your incoming and outgoing work will prevent your desk from crashing under the paper.
- What about those office supplies? Always keep the items you use every day at your desk to see them all. Unless you have a job that requires a lot of tapes or staples, you probably only use bulky items once a week or even less. Store them in an easily accessible drawer instead of collecting dust and occupying valuable space.
- Take a long hard look on your shelves. Keep only the articles you used last years, such as reference books, thesauri, and style guides. Most magazines are available online for subscribers, so they also release the old issues.
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Get a new perspective in your office, stand in the door – or open the cubicle – and see what your boss or colleagues see when they come to talk to you. You can feel very organized from behind the desk, but what do you see? You could have a more messy version of yourself than you realize.
You may need to repeat these steps every few weeks until you get the habit of the relentless organization. The disorder has a way of creeping like a weed.
Organize Your Office in Digital Life Well
Most workers often spend time looking for digital files as well. Did I save that email under “tracking”, “urgent” or the name of my boss? If you spend a lot of time looking for files on shared business units, personal files and within your email, it’s probably also time to organize your digital life.
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Using subfolders is a great way to get organized. You can have your high-level activities as folders in the business unit, such as “clients”, and then sort them by type or by name in the subfolders. When creating the directory, there may be multiple file folders, so be careful when you have trouble locating a digital document. This may indicate that it is time to reactivate the system.
Leave only items that have not yet been directed to your inbox. Once you have read or directed an email, save it in a clearly marked sub-folder. This will help you stay focused on ongoing tasks and will save you from reading old messages to make sure they are complete.
If you have a digital version of a file saved in the email or on your computer, do not save a paper version. There is no need to fool your workspace.
Do not ignore common spaces
You may have to ask permission before making improvements to your shared spaces, but this can also be a great way to add time to your day and offer a service to your colleagues. If the supplied cabinet is a mess, you can spend five or ten minutes looking for paper clips. If mail gets saturated with packets, envelopes and inter-office letters, it can be difficult to find yours.
Use your new organizational skills to help the entire company. Suggest that the boxes are clearly labeled for packages, inter-official letters, and letters. If you are organizing office supplies, you will have more time to reach your goals. And remember, all boats rise with the tide.
Use technology to Organize Your Office
Technology offers many opportunities to bring more order to your work. For example, you can leave the paper calendar and huge desk calendars by going to a digital calendar. The integrated Outlook calendar is ideal for scheduling meetings and sharing programs with your colleagues and your smartphone has a calendar function that can integrate Outlook with Google and other calendars.
You can move the list of your activities online using applications that love Wunderlist, which also allows you to share your file with others, both with your other important and with your boss. Bye-Bye wrote to do and hello desk.
Organizing is an investment in yourself and your future success. The organization is one of the only ways you will find more time on your busy day. Practice each of the above tips and you will travel. Give signals to your colleagues and supervisors that you are thinking clearly and effectively and that they focus on what really matters.
Steps For Action:
- Adopt a proven organizational method to use in the office, such as the Kanban method.
- Develop a method for handling incoming and outgoing documents on your desktop.
- Save some top-level folders on your computer and use subfolders.
- Clean up the spaces in your business or connect the space with tags or containers.
- Use your email calendar to track events and use applications like Wunderlist to replace your list of documents.