If you want to look professional then the way your desk looks at work is an area that you can effect your performance; office organization is vital. If you are always losing important documents, or the colour of your desk is never seen because of the paper clutter on the top then you need to take action. It will make your job easier if you work in an organized office space, and it is more healthier too. There are reports which claim that office space is not the best place to eat your lunch because of the risk to your health and that of others. Remember those who have to read reports that have remains of food or a coffee ring on them; it doesn’t make you look professional, just untidy and un-organized.
You are going to need an office organization system that is going to work for you; not every system is adaptable to meet everyone’s needs. This is why there are many different ways that you can organize your office space.
One of the systems that I use is the file method. I like to have one binder with the current items that I am working on at hand. This gives me the option to just close the file when someone walks into my office and I can easily transport it to another area. I am also a list person and I like to have my different lists contained and for these I use project books because I can label my lists accordingly.
Once a contract has ended then I remove this file and store in alphabetical order so I am always able to quickly pull out any documents. This system works for me at the moment and it is always subject to change. I might find a different system that I haven’t tried and it is always good to change if something isn’t working.
I have seen many different systems over the years, the ones that are the most diverse and yet worked very well for my colleagues.
The Monthly File System
This system is where you have a file for each day of the month, a total of 31 files and each day you look in the days file and you will find the work that you are currently working on. If you have something that you want to do next week you put a note in the correct file and when you get to the day, there is your note reminding you of the activity that you have planned.
I have always found this odd because I work with a diary and I would have just made a note on the relevant page in my diary and the information is there and I haven’t had to spend my time filing these notes to myself. I think there is the possibility that something can get missed or even miss-filed and this could lead to more problems.
The Two File System
This system is looking at have the folder that you are working on today and another file that has work in progress in but is waiting for further information, or is just not required on the day in question.
For me this has too many options and I would spend my day having these two files open and this is where I have come to use just one, all the things that I know that I am currently working on is there with me.
How To Choose The Right System For You
You need to start somewhere and this is why the first thing that you must do if you are drowning under a sea of paperwork is to stop and organize it into the different categories. Complete projects are kept separately from the current projects. Once you have assembled all the completed files put these into some sort of order; you might have an alphabetical system or a number system, whatever you choose get these files sorted first. Then you can put them away,immediately reducing your paper clutter.
Once you file all completed projects, you need to tackle what is left. Get things in order, get them in a place that is tidy and you know where they are if you need them. If you have opted for the monthly file system, get the papers put away into the relevant day. If you have opted for the one or two file system get these papers filed in the relevant folder and feel proud about what you have accomplished.
It will require you to work at the system everyday until all the paperwork has a home.
Having an organized office is going to make your time and work more manageable; you won’t lose items that you are working on and tidying your desk will be easy and you never know, it might help towards a promotion.