Stacks of papers, notes everywhere, pens, staplers and highlighters lying on your desk, phone keeps on ringing every minute, your computer does not seem to perform well and your boss keeps on calling you to find a file for him. The end result – a day of DISASTER!
Having an organized workspace is a key to keeping your work organized, too. Here are some steps to keep in mind.
1. If files are often needed, try to keep them in a filing cabinet within reach for easy access. Keep those you only need at times in a separate storage space. Build a workable and effective filing system.
2. Only documents you need for that day should be on your desk. Be sure to identify them before you start working.
3. Equipment and supplies you frequently use must be within reach as well as fax machine, computer/printer, filing cabinets, pens and papers. Other things you only use at times must be place elsewhere but in an orderly fashion.
4. Calendars and clocks are very important to track your schedules.
5. Position your computer directly right in front of you to keep others from distracting you from your work.
6. Place your desk where you can see the person coming to you.
7. Leaving spare chairs around your desk can cause distraction.
8. In establishing a filing system, be sure to label files well and try different ways of marking them such as color-coding your folders or boxes.
9. Have a tray for inbox and outbox documents. The inbox is used for incoming paperwork and the outbox for outgoing documents.
10. If you have document on hand that need to be worked on, read them immediately and highlight important information like deadlines and contact numbers. Work on urgent papers immediately. Set aside papers that are not yet needed and do not hesitate to throw out those that are not important.
11. Make it a habit to clean your desk before you leave the office.
With uncluttered desks and computer files that are organized well, you can now start organizing your work.
1. You can now focus on important tasks.
2. Make a list of things-to-do for everyday, a week and a month. Review them daily before you begin working.
3. Have a good time management plan.
4. Calendars and planners are very important tools to keep your schedule organized.
5. Learn how to delegate tasks.
6. Classify mail according to its level of importance and screen phone calls so that you direct time to the most urgent and important tasks.