Do you consider your business and/or systems organized? Could someone else step into your proverbial shoes and pickup right where you are? Does your office feel like it is cluttered and you consistently spend time searching for important files? Are you always struggling to sort through what is important and what is not?
Every successful company no matter how big, utilizes a clear, well organized system. There are plenty of things you can do to de-clutter your office today. An effective way to become more productive and more focused is to have exceptional organizational processes. Some of you may be cringing at this because you are aware that organization is your weakness. However, this does not demand any special skills. Simply being more organized can easily turn into greater profit and increased work/life balance with an efficient system.
First, keep a daily planner! When you write down everything that you need to get done, you don’t waste time and brain power trying to remember what you need to complete. It is out of your head and easy to reference. Also, decision fatigue plays such an important role unconsciously. The live link provided describes research on the topic of decision fatigue.
When first thinking about organization it can be a daunting undertaking but the majority of the bulk can be eliminated by taking proper care of the loose pages and documentation. Digitization of all documents is key in organization.
You can take a picture, or you can even buy a portable scanner. Having a filing and backup system is the next part. By having a sorting system with labels such as ‘contracts’ and ‘expenses’ you make it much easier to sort through and organize. Having subcategories under ‘contracts’ could be ‘pending contracts’, ‘completed contracts’, and ‘canceled contracts’ to organize and be able to deduct more during tax season. Utilizing drag and drop features on a Google Drive saves a lot of time and makes work easy to organize!
After an efficient sorting system has been established the next thing to have is proper backups. Having a paper backup and an extra digital backup is optimal in keeping everything secured (even though it may be a bit overboard.) Conveniently, if you store your information on a Google Drive you can easily print a copy for storage.
The bulk of the work is done now, yet there are some simple things that need to be done to reduce distractions. Desk cleanliness is very important in terms of your productivity. Utilizing a desktop organizer will keep your desk free of clutter and help keep you focused. The first step in cleaning your desk is to identify what you do and do not consistently use. everything you don’t use should be moved out of sight, whereas things you frequently use such as pens staplers or other objects should be placed within reach. On your desk should also be section for transitional paperwork (the desktop organizer.)
Distractions are the next thing to deal with. A few office toys such as a stress ball or rubik’s cube as well as pictures here and there can add character and be helpful. If it overly clutters the desk then it should be moved or removed. Make sure that everything in your office has a purpose. We highly recommend having pictures that bring a smile to your face, such as a waterfall or sunset from the vacation you went on or even playing nature sounds in the background. These small nuances have an affect on your mindset and add up over time. Plus, any reason to smile is worth it!
Maintaining your digital and physical space will aide in saving time in the big picture and reduce pent up tension. In time, you will create the habit of organization and it will become second nature. And in turn, you will never have to think “where did I place that?” because you will have a successful organization system to prevent any loss of papers or items.
1) Can someone else pick up right where you left off without missing a beat?
2) Keep a daily planner to eliminate “decision fatigue.”
3) Create an environment that is welcoming.
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