Right Environment Equals Maximum Efficiency
The desk is cluttered with memos that remain unanswered; numerous reminders in post-its obscure your view of the monitor; piles of books and reports obstruct your line of sight; around you are dusty boxes piled high.
Does this describe your workstation?
In order to attain an efficient and effective workstation, it should be neat and orderly. An orderly office clears the mind and avoids the feeling of being overwhelmed and stressed.
A few would argue that an overstuffed office is reflective of a busy and workaholic person. However, more and more people think that a cluttered office is the result of a disorganized mind of the occupant.
The main purpose for keeping your office organized is to cut down the time wasted in looking for misplaced files. Studies reveal that a typical office worker spends an average of thirty to thirty-five hours a year trying to find documents. This does not even include time wasted by the other person waiting for the document. Heaven knows if there are other parties affected!
It would be worth your time to keep in mind some ideas that will encourage greater work efficiency and thereby get more work done. Among these ideas are the following:
Keep your desk clear of clutter. Leave only items you frequently use like pens, staplers, paper clips, materials you are currently working on, and the like.
Refrain from turning your desk into a filing cabinet. Things not needed for the moment can occupy much needed space and gather dust. A dusty environment raises your risk of allergy and lowers your work efficiency. Other documents that you do not require at the moment must be filed in the drawer or filing cabinet.
If possible, computer hardware should be placed on a side table next to your desk for easy access. You can also place plants, pictures, and productivity/creativity motivators in the form of posters and stickers. Again, keep these reminders to a minimum.
Place filing cabinets nearby for handy access to files and references. Segregate often used from seldom-used files so that the latter does not get in the way of the former.
A variety of file aids like magazine holders are now available in bookstores. They come in various colors made of cardboard, plastic, or wood. File aids are great help to store paper files judiciously in vertical fashion.
These do not only save space but also allow easy accessibility. The shelf also looks more organized. It is also easier to discard old issues and add new ones. Group publications the way you feel or think will give you the best benefits. Label each holder accordingly.
Once in a while, review the contents of your shelves and filing cabinets to discard junk items and make room for incoming ones.
This eliminates the need for adding new shelves or cabinets. If you are unsure if you want to totally get rid of old items, the best place to keep them (at least for the moment) is the stock room. Ultimately, you will find them realistically disposable, thereby clearing the stock room as well.
Other offices have policies on retention schedules of documents. Unless considered urgent and important, some dispose documents that are 2-3 years old. These include regular administrative memos, old office announcements, and outdated reports.
It may take some time to get things in shape. Your initial attempts to clear your workspace may require revisions as you get acquainted with the new set-up. Any arrangement that does not enhance the flow or work process must be enhanced. Definitely, the final effect is a more efficient you, hence a more efficient workplace.
Psychologically, a clutter-free workplace frees your mind of unnecessary junk that may hamper your productivity and time efficiency. In the end, the winner is still YOU!
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