HubRunner Picks: How to Improve Organization at Work
We’ve all been there! Whether hunting for that important document you know you saw five minutes ago or searching high and low for an expense report your boss needs ASAP, remaining organized not only frees up your workplace to be more efficient and productive, but will also help you keep your sanity when you need it most. We have put together a few tips and tricks from around the web to aid your organizational skills and improve internal office presence.
As explained by Leigh Anthony, of Demand Media, organization in an office or business can improve the culture of the business as well as the bottom line as less time will be wasted searching for needed items during the day. She provides these following steps to ensure efficient and beneficial organization systems to track and evaluate set goals and what strategies are the most successful.
- Step 1: Identify problems caused by being disorganized-wasted time, missing files, not knowing what to do next, etc. Develop a picture of the benefits acquired if you were organized and had a clearly structured atmosphere in your office. This will help you set goals and speed up customer and employee response time. Make sure goals are specific and long term in regards to fixing the problem and remaining motivated to keep it up.
- Step 2: Try not to get overwhelmed! Start small with making a list of little tasks and maintain motivation by tackling one section at a time. Aim for both immediate impact on presence of office as well as the feeling of accomplishment.
- Step 3: Categorize, Categorize, Categorize! Make three piles: items to keep, items to throw away and items to donate. Make sure you’re aware of information on documents as well, and if needed make a forth pile with documents to be shredded.
- Step 4: Make a list and assign tasks to fellow office employees that will keep the office space organized and functional. Make sure everyone is fully aware of system, understands the importance of a team effort and why organizational skills are necessary for a successful business.
It is proven that employees with better organizational skills are more productive on the job, make better impressions on bosses and receive more promotions then those who lack effective organizational habits. By harnessing the importance of organization you will be able to showcase your potential and set yourself apart from others when promotion and pay rise time comes around. Jill Lee of Everyday Life explains the positive qualities that come from not only being organized but how this allows you to get a head in the professional world.
- Efficiency: You can save hours during the week and significantly increase your productivity and decrease your stress level. By organizing your work load and office space so you are able to find what you need as soon as you need it will improve the effectiveness of your work day and allow you to accomplish what you need to do during business hours with little to no working from home!
- Better Work Quality: Avoiding costly mistakes, such as missing appointments or losing track of important memos and files, through effective organizational skills is one factor that can lead to a productive and successful work atmosphere. Consolidating information to one main calendar or reference section will not only save you time and stress but also potential investments and money.
- Good Impressions: Lee presents this scenario when stressing the important of staying organized. “The president of your company and a key client walk past your desk, which looks like a disaster area; an executive stops by unexpectedly and finds your workspace well-organized and tidy.” The time is takes to organize your office/work space does not compare to the time it takes to make a professional and positive first impression to those high up. Therefore, it’s more then worth it to maintain a high level of professional organizational habits.
- Future Opportunities: Having the good habits of organization and structure presents you as a responsible, reliable and determined employee who can take on larger tasks. This will serve you well when it comes promotions and name dropping at the executive level.
Producing great work and running a successful company begins with the prioritization of day to day tasks and tools to keep you organized. Being able to manage small and large tasks comes from optimizing your work habits and narrowing in on what will lead to being the most efficient and least costly. Kimberly Snodgrass, Executive Assistant to Justin Rosenstien, provides tools to utilize in order to remain productive and organized as well as a few tips to keep your day on track:
- Asana: Make the next steps of determining a project or task easy! Asana holds every task or note your team needs to remember in different projects with due dates and priority headings. It also integrates Google Drive and Dropbox (two other tools on the list), making the use of important documents and team collaboration effective and simple.
- Fantastical: The mobile calendar that goes anywhere you go! Perfect for you phone or desktop, you are able to see what’s next in your day or add new events within seconds. Unlike other apps, it is much more fluid with day and week navigation and works with rapid speed.
- Rapportive: One of the best kept secrets for keeping you in the “know”. This tool shows you everything about your contacts (social links, contact info, etc.) inside your inbox. Great for communicating with someone you may not know!
- OneLogin: As a cloud based tool you can store, generate, and secure all of your passwords in a central location. By using OneLogin you can collaborate shared staff accounts like WordPress, Bit.ly, or Twitter which makes it faster to work together and share office networking/social media responsibility.