The Secret to Productivity: Keeping Your Office Organised and Efficient

An organised office is a key influence to a productive work environment. But, with papers strewn around your work desks, files piled high and stationery scattered around, keeping your desk organised can seem like a big challenge. As the saying goes, “a cluttered desk is a cluttered mind”, a disorganised workspace can lead to a decrease in productivity and an increase in stress levels, making it difficult for you to focus on the task at hand.

Learn More: 4 Ways To Create A Cosy Office Ambience

With the right steps and strategies, keeping your office workstation neat and tidy can be a total breeze. From maintaining a clutter-free environment to managing your time effectively, here are some practical organisational tips you can adopt!

1. Create A Filing System

Filing system is an essential component of office organisation, a great way to put all your documents and other materials together for easy access, retrieval, and storage. It involves sorting documents into categories or themes, and then storing them in labelled folders or cabinets. A good filing system should be designed to meet your specific needs and preferences, allowing you to quickly find the documents you need. Here’s an example of a filing system you can follow. 

a. Start by assessing your current paperwork and identifying the types of documents you need to store which includes invoices, client information, contracts, or project files. 

b. Consider the themes and categories for these documents you want to file.

c. Determine the storage method that works best for you. This could include using a filing cabinet, folders, or binders. 

d. Be sure to label everything clearly to make it easier to sort and organise. 

e. Establish a routine for maintaining your filing system. 

With a little planning and consistency, you can establish a filing system that helps you stay on top of your paperwork. 

2. Use Digital Tools

Using digital tools is a great way to organise your office in today’s digital age. These tools are designed to help you manage your tasks and store important documents online, reducing the amount of physical clutter in your office. Some digital tools that you might find useful include – 

• Digital Calendars – A digital calendar can help you stay on top of your schedule, allowing you to manage your time more efficiently. You can easily set reminders for upcoming appointments, meetings, or deadlines, and you can even share your calendar with colleagues to ensure everyone is on the same page.
• Project Management Software – Project management software can help you organise your tasks, collaborate with colleagues, and track progress on projects. You can assign tasks to team members, set deadlines, and monitor progress all from one platform.
• Cloud Storage Services – Cloud storage services like Google Drive or Dropbox can help you store and share important documents online. This can save physical space in your office and make it easier to access documents from anywhere.

When selecting digital tools for your office, consider your specific needs and workflow. Do ensure that the tool is also user-friendly and has the features that you need to accomplish your tasks efficiently. 

3. Avoid Procrastination

Procrastination is a common enemy of organisation in the workplace. Putting off tasks until the last minute, not only increases your stress levels but also creates a backlog of work that can quickly lead to a disorganised office. Here are some tips to help you avoid procrastination and stay on top of your workload. 

• Prioritise Your Tasks – At the beginning of each day, take some time to prioritise your tasks based on their importance and urgency. This will help you focus on the most critical tasks and avoid getting sidetracked by less important activities.
• Break Tasks into Smaller Steps – When faced with a large and daunting task, it’s easy to put it off. However, breaking it down into smaller, more manageable steps can make it feel less overwhelming and more achievable.
• Hold Yourself Accountable – It’s important to hold yourself accountable for your actions. Create a system of rewards or consequences for completing or incomplete tasks. For example, treat yourself to a coffee break once you finish a task, or set a consequence for not completing a task on time.

Remember, organisation is not a one-time task, but rather a habit that requires consistent effort and diligence. With dedication and discipline, you can definitely create a productive and efficient office workstation that allows you to achieve your goals and excel in your career. 

Looking for different office furniture to help you stay organised? At Okamura, we have everything you need and more to keep your desks clean and tidy.

Contact us today to know more!