No one wants to be thought of as the office scatterbrain. Losing just one vital phone number or forgetting one important meeting because you’re desk is disorganized will reflect poorly on you.
To give yourself the best shot at staying on your game and on top of your tasks, it’s crucial to keep your desk clear of clutter and key documents filed properly. Today, we thought we’d share four tips that will help you improve your organization and efficiency at work.
1) Reorganize Your Workspace With Colored Folders
Forget plain old manila or army green folders! Using different colored folders makes it easy to color code your work.
For example, we love our E-Z View folders because they not only come in a variety of colors, but they also allow for easy identification of contents. Though their backs are solid colored, their fronts come in Frost Clear and Crystal Clear—making it easy for you to see what’s inside.
Tip: Here are just a few ideas of what you could use different colored folders for:
- Specific regions or sales territories
- To signify patients assigned to different doctors
- Level of security classifications for Human Resource files
- To indicate different clients or customers
2) Review Contents of Filing Cabinets Quarterly
Many of us are guilty of keeping things around that we don’t need any more. This “packrat” tendency can be especially true when it comes to files and paperwork. How many times have you looked into your filing cabinets and wondered why you kept something in the first place?
Of course, it’s always better to be safe and keep a certain document if you’re unsure if you should throw it out yet. It’s also just important though to go through your filing cabinets a few times a year to reassess what should stay—and what you should simply throw in the recycling bin.
Tip: Utilize durable, tear resistant file folders like our Poly File Folder. This expanding plastic file folder can hold up to 200 sheets of paper, will not tear or dog ear, and easily wipes clean of spills. This saves you time and money in the long run as you won’t need to replace your file folders for years to come!
3) Simplify Big Projects By Grouping Documents
Create a file for each project you are currently working on, and make sure to continuously group everything relating to the project together in one folder. This way, you’ll always be able to find all important notes or details relating to project, even when you’re in a time crunch.
When you complete a project, go through its file once and throw out all documents that you know are no longer important. Then, store the folder with only the project essentials in a convenient place.
Tip: Rather than using a traditional folder, try a Document Wallet. This slim organization wallet is perfect for long term storage; each pocket unfolds, then folds back together without creating a big, bulky file.
4) Categorize Your Next Action Steps
Stay on top of To-Do items by organizing tasks into specific categories. For example, maybe it makes most sense for you to organize your tasks based on which day of the week you need to complete them. If this is the case, label a folder for each day of the week. Or, it may make more sense for you to organize tasks based on priority level. In this case, have folders labeled with High, Medium, and Low.
Tip: Don’t wait to categorize your tasks. Immediately organize them as they come to you by placing them in one of your designated folders. At the end of the day, if there are any tasks left undone, be sure to file these in the appropriate folder for the next day so that you know exactly what you need to get done come the following morning.