People usually spend more hours at their workspace during the day to work and keeping things organized is the key to make yourself more focused on your daily tasks. Sometimes with all the activities going on at your work table, it’s impossible to keep things neat and organize. If you have difficulty in organizing your workspace, take it as a challenge that you can address with the help of these tips on streamlining your workspace.
1. Choose your work desk wisely
Being able to use a desk with a lot of beneficial functionalities would really help you organize things at work. The majority of your tasks are usually done on your work table therefore optimizing it should be your priority. Using a table with a lot of drawers will help you manage your files within your reach. Thus, it is easier for you to reach out each time you need to use any of your files and it is likewise easy to return them back.
Clutters usually pile on the work desk because one may be too busy to return back the files and supplies that they have used in their proper places. Drawers on your table will keep the clutters off your table, giving you a conveniently wider space to work. It is also recommended to organize the contents of your drawer according to their priority, keeping closer to you those that you will need most the time.
2. Use digital copies of your files
Being able to keep a digital copy of your files will give you an efficient way of retrieving information that you need while working. Imagine having to pull up a hard file from a cabinet and work out to look for it from one folder to another. Using the computer will help you find the digital file that you are looking for in just a few clicks on your computer. This will make you more efficient while working, saving you the time and hassles when using hard files for reference.
3. Do an inventory of your workspace
By doing an inventory of your workspace, you will be able to identify the supplies that you seldom need and use. While some of these supplies do have some purpose for you, they need not take up more space on your workspace unless you need to use them on a daily basis.
You can organize your workspace by setting a place where to keep your office gears with the things you need daily separated from those you occasionally need. This will keep clutter off your table and you can easily find the supplies you need that are organized according to their purpose and frequency of use.
4. Use technology to your advantage
Modern technology offered major breakthroughs on the way people do business today. In the same light, workers are able to maximize their productivity by streamlining their work system using advanced computer technology. Paperless work is becoming the trend among business establishments these days.
Through the internet, workers can exchange data fast with great convenience. In your office, you can consider establishing a network of computers linked to each other where you can exchange files with your fellow workers. This will eliminate exchanging hard files from one table to another that could take up much space from your work table. But make sure to keep your online files to back up in case of technical glitch or issues that may possibly occur when you least expect it.
5. Prepare a default template on repetitive tasks
Most of the time, we perform repetitive tasks at work. You can save time in starting from scratch by creating a template for these repetitive tasks that you do whether they are on a daily or weekly basis. Using software like the Microsoft Outlook could help you organize your work easily with more accuracy by using its auto correct feature where you can use shortcuts for the most commonly used words or phrases.
6. Make cleaning up a part of your work routine
You can keep up with the pace at work if your things are well-organized and in their proper places. It's a smart work management process to adopt a system that would allow you to include in your work routine a time for cleaning up your workspace daily.
At least five minutes of your time will do the trick. Doing this before leaving your office to call it a day at work will certainly give you a fresh start the next day. This will help you start your work every day with everything already in place and it will keep you going into working on projects smoothly.
7. Use proper labeling
Being able to label drawers and filing cabinets at your workspace will help you find things that you need easier. If your work requires you to keep a lot of hard copies of files, you need to organize the filing cabinet where you keep them.
You should separate old files with the new ones. Keeping a filing workflow system will help you manage the burden of keeping all these files organized by setting up a process of arranging them by priority, according to the need for their accessibility or just the need of keeping them for a certain period of time.
Following these tips on streamlining your workplace will give you better convenience and comfort while working. It gives you a sense of accomplishment that you were able to keep on top of the clutter that you tend to create everyday at work.