5 Top tips for a more organised office

strip fat Nicola Beaver from lifestyle management company, Legwork , explains how to get the office tidied up, and look super-efficient

Change your attitude:
A popular train of thought is that a messy desk denotes a creative person, but, in fact, it creates quite the opposite impression amongst your peers. It implies that you are an untidy person, and disorganised in your work. A tidy desk / filing system will not only create the impression of you being super-efficient, it leads to a tidy mind and allows you to focus on the job in hand. Don't kid yourself that you don't have the 'time' to do it. Changing means committing to daily tasks that help you to achieve your long-term aim.

Have a spring clean:
The first thing to help you to achieve a tidier desk is to throw out the old (or file / archive it). What do you really need to hand in your daily work? What you may think is 'essential' information, such as supplier brochures, can be filed away for a time when you 'might' need them.

Is your desk a dumping ground for files? Create a good filing system in a cabinet (not too far from your desk if the files will be used a lot), and put your files away at the end of each day, or on the completion of each task. Once a task is completed, don't be afraid to throw your notes away. Unless it has to be kept for legal reasons, then throw it away. If you do need it, scan it.

Make time:
Set time aside each day to organise your desk, and stick to it. If you're the forgetful sort, set a reminder on your PC organiser for each day, at a given time. That way, when you arrive the next morning you can start afresh and not have to tidy up yesterday's mess!

Create a workplan:
Post-it notes are handy for leaving a phone message on someone else's desk, but not for your 'reminders'. To manage your daily tasks, and time, create a workplan (either weekly or daily) which sets out your 'to do' list by priority, and include things like deadlines / reminders / any details such as telephone numbers needed to complete each task. This means that you have one point of reference for carrying out your work, rather than scraps of paper everywhere that look untidy.

Invest in some tools:
If you're turning over a new leaf to keep a tidy desk, you're going to need some assistance. Ensure you have enough stackable 'trays' to manage the paperwork, and clearly mark your 'In-Tray' so you know what's coming in.

Have you got adequate filing space to keep files when you're not using them? An A4 clipboard that you can pin all your scraps of paper on keeps it all together, and ensures you will not be scrambling around looking for a note or information.

Can you organise your work into folders? Even in the smallest of companies, you can get yourself some 'budget' wallets to keep everything together, thereby impressing everyone with your apparent competence. You can also get rid of more by becoming a 'paperless' office.

Invest in some cost-effective time management software. Most systems have a reminder system in place, and a link system to word documents / scans that are linked to a particular contact. Once you've scanned / input the data into your system, throw away the paperwork.

More great advice

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