Benefits of an Organized Office
Even though we have entered the digital age, we still manage to find ways to make a mess of our offices. Papers and presentation packets end up all over our office and it still becomes a challenge to keep our desk work surfaces clean. This can create a number of problems throughout the day. Having a messy desk results in delays and mistakes; in addition, it represents us in a negative light when people come to visit the office. Below is a list of habits that will help ensure our offices remain clean, organized, and productive.
Proper Drawer Set Up
It does not matter if a desk has one drawer or six drawers, it’s how they are used. Many people have drawers that are underused, misused, or not used at all. The best way to best utilize the drawers that a desk has, is to have a plan. First it is important to identify how many drawers are available and then set some priorities. What is the best use of the drawers and what type of drawers are there. A file drawer can be set up to store files, for larger items, or even as a snack drawer. A pencil drawer can be used to store office supplies, papers that are currently being worked on, or even digital devices. There is no correct way to use the drawers at our disposal, only incorrect ones. Whatever the drawer is used for is irrelevant, what matters is that they are being used to the optimum ability.
Desk Top Accessories
There are a large number of desktop accessories available, most notably different types of storage trays. First and foremost, it is important to determine if these trays will be beneficial or harmful to your office organization. Does the job that the desk is being used for require a lot of paperwork? If so, a to-do box and a completed box might be a solid idea. A third pending box can also be used if necessary. Instead of multiple boxes, a two or three tier tray might be the optimal solution. There is no universally correct answer to how many paper trays would be optimal, but one thing is certain, they are of no use if they are not being utilized properly. Having bins and trays on a desk that are not being used on a regular basis become a black hole for papers. This can actually result in a desk being messier and more disorganized. So, make sure that the desk is set up with the right tools and organizers for the tasks at hand to ensure it remains an efficient place of work.
External Storage
There are a number of ways to add storage to an office without affecting the work surface area of a desk. Most desk series offer matching lateral file cabinets, bookcases, or even hutches to go on top of a desk to provide additional storage. Like desk accessories, these units can be extremely helpful or extremely detrimental to an office. For example, a bookcase can be used to store binders with relevant information, but they can also become full of outdated crap. It is important to ensure information is purged from external storage units on a regular basis to make sure the office remains clean and current. Hutches that mount on walls or attach to the back of desks can be very useful. They can provide a space to display awards, store extra materials, or even put paper organizers. A disorganized and messy hutch can have the opposite result then what is intended. If the hutch is not maintained and clean it can result in important documents being misplaced and can even result in lost business. A client will not have faith in a company or individual who cannot even manage their own work area.
Last Impressions
First impressions and impressions in general might not make or break a big business deal but they do factor in. When debating what firm to choose, a potential client must look at many factors and the overall appearance of a firm can come into play. If you were choosing between two companies with similar products and similar costs would you pick the company with a messy office? Odds are the answer is no. Keeping a neat office is important because it is not always known who the competition is and making a lasting impact on potential clients does matter. Ensure the extra time is taken at the end of each day to ensure that the office is neat and organized. It is never known for sure who might be in it the next day.
Proper Work Surface Area
Computers dominate the business world in the digital age but they are not the only thing present on the modern desks. Computers only take a part of the work surface area so what else should the desk top be used for? Many people have a space to write quick notes with a pen and paper and many people keep clear desks to enable them to open presentation binders or sample products. Take a few minutes when setting up an office to determine what is going to happen at the desk. An architect will need much more open work surface area compared to a computer engineer. A sales person might need space to display a sample product and a designer might need an area to put fabric and finish samples. Many desks can be used to do all of these tasks as long as the surface area is utilized to its best ability. So take the time to think about what needs to be on a desk and what does not. Make a plan and execute it. Finally, make sure to spend some time every week or even every day to organize your office and make it as efficient as possible.
No matter what an office or desk is used for, ensuring that it is clean and organized will help seal deals, increase productivity, and even save time throughout the day. Make sure the extra time is spent to maintain and organize the office space, it is time well spent.
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