Organizing Office Files

In a busy office world, organization has somehow become a thing of the past. People coming over borrowing your pens, company friends distributing gossip, and other constant distractions in your environment will get in the way to staying organized in your work files.

Organizational skills have been touted as one of the most important things managers look for in individuals who are vying for promotion.

Trying to take one step closer to going to the topmost ladder means you have gained a considerable degree of orderliness in managing your office documents and at the same time, managing your time and effort, which can be translated to success and accomplishment of assigned tasks.

Below are just some office organizing tips which you may find helpful in your day to day dealing with your office surrounding. Most importantly, incorporating your personality in your pursuit to organizing your workplace is fundamental to responsible workmanship and leadership.

Mess Out! – While you need to have all the accessories that makes your desk attractive and reminiscent of your past such as flowers, pictures, memorabilia and the like, you cannot deny the fact that these very same things are what makes your desktop cluttered and greatly interferes with your train of thought.

According to a certain study on human behavior organization, colorful objects dangerously cut you off from your present mindset and in turn distract you from organizing your thoughts on any mental and physical project you are working on.

More than 93% of the respondents in the clinical study of men and women involved in the trial are all distracted in a cluttered environment with accessories full of colors which deliberately attracts your attention.

This diversion is caused by the brain's predisposition to viewing objects with striking colors. Basically, primary and secondary colors are attention-getters.

This study has prompted corporate clients to have marked a drawing board on advising corporate employees to minimize physical images that are a powerful visual distractor.

Give way for Breathing Drawers - Free up your storage box from unnecessary items that do not have a direct implication on your current function.

Tasks that were completed can be filed and stored in a separate file drawer designated for finished tasks.

Sort Out – Classify and assign specific drawers or containers for useful and less useful items. Pending tasks should be put in a place close to your desk.

For snail mails, it is important to sort them according to their required action such as if they are for filing purposes, for reading or for callbacks.

Desktop Organizers – The use of desktop organizers has spawned to great heights due to their perceivable effectiveness in keeping the workplace more organized and allowing employees to operate a bit more efficiently in their most demanding job.

To date, more than a hundred types of desktop organizers have been created suited to specific type of paraphernalia and management purposes.

Tracking Tasks and Activities – Keeping a “What To Do” list is one way of getting your work zone easier to navigate and keeping track of activities that require your immediate attention and eliminating other paperwork which is either completed or whose due date is way ahead of the required schedule.

Color Code – If you are multi-tasking, such as working on multiple projects and or multiple clients, applying a color-coding scheme is perfect for lessening the amount of time when looking for office papers needed for a certain project or report.

Limit Over-Filing – Filing documents according to project types or in the case of people profiles and portfolios, arranged alphabetically, may over-file folders of certain types. In such cases sub-filing may be needed in order to relieve a folder type with documents pertaining to similar subjects.

This will free up valuable space which can be used for future documents related to them. Similarly, subdividing larger files with visible internal file folders will ease up the searching process.

Responding to Voice Calls and E-mail Messages Immediately – While the usual working hours are not entirely dedicated to working with e-mail messages and voice calls, it is important to allocate specific hours of your schedule for such activities and make the most of them.

Answer all e-mail messages concisely and provide specific details that answer the main question and a number to call or another means of contact should additional assistance be needed. For voice calls, it is best to do them in batches and make provisions for unreachable clients.


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