Organized employees save time and are more productive, as they can efficiently complete their daily tasks. This is important for businesses, as every year lost productivity costs US employers approximately $1.8 trillion.
Being organized is also important for employees, as it not only lets workers feel a sense of accomplishment due to greater productivity but it also does the following:
- Reduces work-related stress
- Saves time
- Establishes a more efficient workplace with an established structure
- Builds confidence
If you want to experience these benefits, but find getting organized is a challenge, here are a few organization tips for work.
5 Organization Tips for Work
Feeling proud of the work you’ve done, having a sense of accomplishment, and making progress with your projects all contribute to your overall morale and sense of purpose.
Organization tips and tricks can help. Let’s look at a few of them.
1. Make Your Workspace Functional
One of the major tips for organizing your office, and the first step you should attempt in your quest to be more organized, is having your workspace set up in such a way that will help you to function more efficiently. Remove items that you’re not using. File papers away, place books on shelves and have your space as clear and neat as possible.
This step will allow you to remove things that may become distracting while you work. Have only critical items and your most-used supplies in your workspace. It’s also great to add personal touches that will help you remember why you’re doing what you’re doing. Photos of your family and friends can inspire you when needed.
2. Start Your Day Off Right
Once you’re at your desk that is free of clutter and you’re ready to start your day, make a to-do list. Write down all the tasks you would like to accomplish for the day, and then prioritize them by placing the most important ones at the top. These will be the tasks you attempt first when you’re still fresh and alert.
You can also prioritize by the level of difficulty so that you can focus on tasks that require more concentration first. Prioritizing tasks will help you to meet your goals. Experts suggest focusing on the most difficult tasks for an hour to an hour and a half and then taking a short break.
In addition to photos of your family and friends, it’s also great to have a visual that reminds you of your long-term goals. This can be the goal itself, a quote that inspires you, or even a vision board. Use something that works best in your office space.
Reading or looking at this when you lose focus will help to get you back on track.
3. Manage Your Time
Once you’ve prioritized your to-do list for the day. Review the list and ensure you schedule quiet time where needed for the tasks that require more concentration due to the detail that they may involve.
You may already be doing these tasks first, but also decide if you need to book a conference room or office, especially if you have an open-floor office plan. Consider where and how you work best, especially for more strenuous tasks.
An effective time management method is the Pomodoro technique created in the late 80s by Francesco Cirillo. It allows you to work in intervals that involve the following steps:
- Set a timer for 25 minutes and work until it goes off
- Take a five-minute break
- Set the timer again and work for another 25 minutes
- Break again for five minutes
Do this four times, and after the fourth time, take a 20 to 30-minute break. Some experts also suggest improving productivity by working in 90-minute intervals. Whatever method you decide to use, working in increments helps you to focus and get more done.
4. Manage Your Phone and Emails
If you don’t manage the time you spend checking your emails or using your phone, you will negate any organization tips you hoped to implement in your workday. This will result in less effective time management as well as less productivity.
This doesn’t mean that you can’t check emails or your phone. Set aside time to do these tasks and prioritize the emails you will respond to as well. Remember, it’s really easy to go over the allotted time, so set a timer if needed.
Set your phone on silent or turn off alerts. This way, you won’t keep checking your phone or answering messages.
5. Let Technology Work for You
Even though technology can sometimes be distracting, especially in the case of emails, social media, and other apps on your phone, it can also help you to get organized, as well as do things more efficiently.
You can find apps that provide a cloud-based calendar that will help you to keep track of your daily tasks and appointments. A project management app can also help you to prioritize project tasks to ensure that you complete each task on time to finish your projects before or by the deadline date.
If you run your own business, you can also automate many of your processes including payment management. This product helps you to perform AIA-style invoicing without spreadsheets. Many other products can automate everyday tasks.
Don’t overdo the number of solutions you use, as it may become unmanageable.
Organizing Yourself for Greater Productivity
According to Accenture, 91% of employees would be more effective during the workday if their workspace was better organized. It’s the first step to having a more productive workday.
You can use these five organization tips for work as the start of your office organization guide. Do some research and find other things that work for you and help you to be more organized, and add them to the list. Don’t be afraid to try things that may help.
For more on how to organize your office and other helpful tips, check out other sections of our site.