21 Storage and Organization Ideas to Make any Office Run Smoother

A well-organized office saves time and makes for a happier you — and happier co-workers.

Having to buckle down and do stacks of papers, jumbled drawers, tangled wires and boxes of stuff sitting around, would possibly not appear like a massive deal, but it’s a true physical burden when you think about the time spent attempting to find things that are supposed to be easy to discover, but aren’t. Disorganized electronic files and confusion are only as big a difficulty.

Then there’s the mental burden. Whether you consciously understand it or not, clutter can be stressing everyone out.

Here are 21 tips on how to organize your physical and electronic work spaces.

Get if Off the Floor

Go vertical with bookcases and shelving units. Often we run out of desktop space or floor space. Vertical storage makes more efficient use of space and puts more at eye level.

Create “Activity Centers”

Put everything you must complete an activity in a single area, especially in the event you do an activity regularly. You are going to save some time searching for and assembling what you have to. For instance, packing and shipping supplies and tools must be in a single area. Or create a shelf for items you are taking with you after you travel, equivalent to your travel briefcase, neoprene sleeves and conveyable chargers.

File It, Scan It, Shred It

Don’t use your desktop as your inbox, as critical paper (like checks!) can wander off. Signed contracts and other items that you really want to maintain in paper form needs to be filed away promptly. Scan the rest into digital form. Shred and discard or recycle the paper.

A Folder for Everything

Have a folder for all paper documents. Pendaflex hanging folders, which includes manila inner folders, are a cheap solution. Label both. Pendaflex folders are your placeholder within the filing cabinet, and will be left there normally. The internal manila folder is the only you pull out as needed. Then it’s easy to refile the manila folder into its pendaflex when done.

Wrap Computer Cords

Got computer cables and electrical cords in a tangled mess? You aren’t the single one. Luckily, special twist ties and wire covers can keep things neat. Label your cords, so that you can find the best one when you’ve got to disconnect or move something.

Use Corkboards to maintain “Top of Mind” Items in Front of You

If you ought to discuss with a checklist for a job, or some variety of reminder, pin it to a corkboard right near your desk. Here’s good for any new process until it becomes an ingrained habit. Simply untack the thing if you now not ought to confer with it.

Store all Manuals in a single Place

Ever should check with the operation manual to your printer? Or find the small instruction flyer that came together with your Bluetooth headset? Once you place all manuals in a dedicated drawer, plastic crate, or folder – you won’t should hunt for them.

Create Divided Drawers

If your drawers don’t have built-in dividers, buy inexpensive metal or wooden dividers — or better yet, recycled plastic. Organize device chargers; pens; paper clips; notepads and sticky notes; scissors and other items. Not just does an organized drawer save time, you’ll feel less stressed in the event you don’t need to dive right into a jumbled mess several times an afternoon.

Use a Labeler to maintain Shelves Organized

It’s not only files that need labels. Shelves and drawers can make the most of labeling them. That way everyone within the office knows the best place to come back things.

Keep a “To Do” List

Mental clutter is as much a difficulty as physical clutter. One of many key points inside the Getting Things Done system is to get items from your head and onto paper (or an electronic list). That way, you possibly can concentrate on the duty to hand. Just keep your to-do list short and uncluttered.

Do Weekly Maintenance and Clean Up

At the top of every workweek, put things used in the course of the week back of their places. Shred or file paper stacks. In case you don’t let clutter accumulate too long, it’s easier to stick organized.

Use a Central Cloud Location for Company Documents

A fantastic solution to save time and avoid the necessity for every person to establish their very own “virtual filing” system is to apply one central cloud location for company documents. Options equivalent to Google Drive or OneDrive assist you to arrange central folders by topic or client, to share documents.

Use Project Management or Task Manager Software

A project management system keeps employees on course with projects. More importantly, it eliminates paper to-do lists and email instructions, and confusion that arises from them.

Scan Receipts and Store within the Cloud

Then you may discard paper receipts. With newer mobile apps you don’t even want a scanner – you simply take a photograph. With advanced apps that you may sync up receipts along with your accounting records or mastercard records automatically (avoiding manual keying).

Use Browser Bookmarks for speedy Reference

Do you ever spend time trying to find links to recurring reference sites or login screens? Or not remember where to locate them? Bookmark them and organize bookmarks into folders, so that you can get to them in a few clicks.

Save Favorites Lists for Recurring Orders

Another timesaver is to save lots of favorites lists at online retailers you operate regularly. That way you don’t need to lookup an identical supplies anytime you purchase. Sites like Staples.com permit you to save favorites lists, and it’s super convenient.

Archive Old Files

If you haven’t used computer files (especially emails!) some time past year or so, archive them. You’ll still have them, but you won’t need to struggle through them to locate current items. Consider setting a policy to delete archived files after a undeniable time, too.

Have Adequate Anti-Virus and Anti-Malware Software

Few things could cause more disruption and confusion than lost files, or lost time, attributable to computer viruses and malware attacks. ‘Nuff said!

Use a Note Organizing App

Note apps like Evernote, Microsoft’s OneNote and SimpleNote permit you to organize and store Web research and electronic notes.

Truly “Smart” Phones Are Time Savers

Smart phones used wisely save time and may make us happier. We are able to escape the office for a family event without guilt, because we’re still in contact in case anything critical comes up. Have powerful smartphones with enough internal memory to run needed apps.

Automatic Sync for All Devices

Speaking of smartphones, business owners and employees alike are using multiple devices — perhaps a desktop computer, tablet and smartphone per person, all within the same day. Cloud file storage or at the least the flexibility to automatically sync files is important to save lots of time and avoid confusion from not having the latest file.

Upgrade Computers for Memory and Speed

You would possibly not even realize how much time is wasted when everything you do takes longer, or worse, freezes or crashes regularly. Adequate memory and processor speed last year, will not be as much as the duty this year. So upgrade!

Those are my 21 office storage and organization ideas. What are your best tips for organizing your office and taming the disorganization and clutter beast?

Office Photo via Shutterstock

Leave a Reply

Your email address will not be published. Required fields are marked *