Office Organization Tips to Increase Your Efficiency

Nothing can make you more unproductive than not being able to find what you need when you need it. While you may see yourself as being busy all the time, how much of that “busyness” involves searching for something and not being able to find it?

Better is to spend just a little bit of your daily work time setting up an organizing process that will have you 100% more organized by the end of the month.

It takes far less time to file a document properly than to do it over again because you can’t find it! By the same token, being able to find the staples you need for your stapler immediately will take far less time than another trip to the store, when you know you have a new box of staples lying around somewhere.

The old adage, “a place for everything” certainly applies here. A storage cabinet specifically marked for office supplies will make them far easier to find.

Start with Your Desk

While you can keep a small amount of supplies in your desk drawer, the top of your desk should be for working projects only. Make sure all supplies are well-marked for easy identification. Also be sure to have one place that is set aside for specific items and to put those items in the same place each time.

Making your desk your office’s focal point will help keep things running smoothly. The items you most frequently use should be within easy reach of where you sit. If you have to get up to answer the phone, for example, you’ll lose several precious minutes every day. And documents that you’re currently working on should be within easy reach at all times.

Software Can Help

Another step towards organization may be to eliminate paper, or at least as much of it as possible. Software for your Mac or PC can help you get organized. It can help you schedule your day, track your clients and reduce your paperwork.

Wondering what software to choose? Consider this checklist in selecting software:

• Does it work with your operating system?

• Does it have all the capabilities you require?

• Will it result in a time savings for you?

• Is it intuitive and easy to learn?

• Is it compatible with the scheduling software you currently use?

• Does it come with adequate documentation or even training videos?

• Does it provide too many features or ones you will never use?

One last tip: While it may seem easier, if you are caffeine addict, to have the coffee pot near your desk, you might want to rethink this. Aside from the health and calorie issues, there is a potential for a coffee spill on your desk, which can ruin important papers or get into your keyboard.

Everyone needs a break from time to time, and having scheduled periods for coffee breaks can help you to get the change of pace you need to minimize eyestrain and stretch your muscles.

Tim Arends is the webmaster of and writes daily about about how to run your Internet business using a Mac, iPhone and iPad.

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