The biggest issue for people trying to organize an office is the belief that they have to have everything out and that everything that they are working on needs to be visible. This makes common sense, but if the work surface is covered, where is the work able to be done? To be able to get everything done without having everything out, the office needs to be organized in such a way that everything that is needed is immediately accessible and organized.
Correct Organization for the Office
Correct office organization revolves around you. Think of yourself as the bulls-eye, with everything else radiating out. In other words, organize everything in a concentric circle in which items are distributed by how much you use it. For example, files needed on a daily basis should not require getting up from the desk, but files that are being saved from the previous year and only need to be accessed rarely can be across the room and up high. If the most immediate items are closest and easiest to get to, it can be afforded to have the work surface minimized of clutter.
Simplify the Work Surface
The most immediate area to the bulls-eye (you) is the work surface. This area needs to be efficient, comfortable, and easy to use.
- There should be no piles of paper, but just what is needed ... a pad of paper, calendar, writing utensils.
- There needs to be one place where all notes are kept -- one place means notes are simplified and easy to find.
- Only keep out what you need at that moment. When an item is finished being used, put it away.
- The drawers nearest you needs to have the basic supplies needed for any office, like paper clips, staples, and extra pencils. A stapler however, should stay on the desktop.
From here, everything that is needed should be easy to access. Needed items should be easily accessible from drawers, shelves, and file folders.
Simple Office Organizing Rules
Spend about thirty minutes at the end of the day to insure that everything is ready for the next day. Focus on the bulls-eye.
- Only keep out paper and folders that you need that day or need to access at a moment's notice.
- When the day's work is complete, all paper and folders should be gone.
- If master to-do list is not complete, transfer to the next day's list.
- Make sure calendar and appointment information is accurate.
For more information on how to organize an office, read How to Organize: Office Organizing Tips.
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