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15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

More Organizing Hacks

Featured photo credit: Alesia Kazantceva via unsplash.com

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Royale Scuderi

A creative strategist, consultant and writer who specializes in cultivating human potential for happiness, health and fulfillment.

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Last Updated on October 9, 2020

Find out How to Study Effectively With These 6 Tips

Find out How to Study Effectively With These 6 Tips

Learning is a lifelong endeavor and one that we can all hopefully learn to enjoy. One way to boost learning is through effective study techniques and habits. Once you learn how to study effectively, learning will get significantly easier, both in the classroom and out.

There are several study habits that are pivotal to know in order to study effectively and properly. These techniques could be the deciding factor as to whether you pass or fail or, more importantly, learn. These 6 techniques will help you learn how to study effectively.

1. Take Notes

In order to study, a person is required to understand what he or she is learning. A great way of understanding/learning is by making notes of the content you are reading[1]. Note-taking may including making linear notes, diagrams, charts, etc.

The key to taking notes when learning how to study effectively is limiting your notes to the most important and complex information, and making it all as simple as possible. Trying to write down everything you hear is a recipe for disaster, as you will simply become overwhelmed when looking back at what you’ve written.

An exceptional note making style is using summaries. Summaries are a written record of all the important points in a short and concise version. They’re excellent for using when an exam is fast approaching. However, if this doesn’t work for the subject matter or if you’re more creative, try mapping instead[2].

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Use mind mapping when learning how to study effectively.

    2. Practice

    Studying is meant to enable you to apply your learned knowledge to real life situations, so if you want to learn how to study effectively, focus on practice.

    The best way to study is by practicing with realistic examples and questions. As one TED article points out, “Practice is the repetition of an action with the goal of improvement, and it helps us perform with more ease, speed, and confidence”[3].

    For example, if you have a big interview coming up, how will you prepare for it? You’ll likely study types of questions typically asked in interviews. The most effective next step would be finding a friend to do a mock-interview with you. One article points out that “a mock interview helps you learn how to answer difficult questions, develop interview strategies, improve your communication skills, and reduce your stress before an actual job interview”[4].

    Placing yourself in these kinds of practice testing situations will help you recreate the emotions you’ll likely feel in the actual situation, so you won’t be taken off guard when the time comes.

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    3. Improve Your Study Area

    Often enough, we study in a place that we feel comfortable in, but this has both pros and cons. Make sure that the room you’re studying in is not too cold or too warm. A cold room will make you feel uneasy, whereas an overly warm room will make you feel lethargic and lazy.

    Ensure that it’s not in an area with a lot of traffic that will work to distract you. If there is a lot of distracting background noise, consider putting on some relaxing music to drown it out[5].

    Furthermore, ensure that your study space is free of clutter. Research shows that clutter significantly increases chances of procrastination[6]. Other studies have suggested that having excess clutter can increase stress and levels of cortisol. Therefore, if you really want a productive study hour, make sure your workspace is clean first.

    4. Eliminate Distractions

    You may need to decipher between a distraction and an interruption when learning how to study effectively. A distraction can come in the form of open social media pages or a crying child, whereas an interruption can be anything from a phone ringing to an unexpected visitor showing up.

    While interruptions are nearly impossible to control, it is possible to eliminate the majority of distractions for certain periods of time. Choose a time when you’re alone or it’s quiet enough for you to study. It takes a lot of concentration to study properly, and there’s no guarantee that you can focus again once your train of thought is disturbed.

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    If you have to use your computer to study, close out of all social media pages. If you have small children, ask your partner to keep them occupied in the meantime. There is often a solution for the distractions that each of us have to deal with in life, so get creative.

    5. Set Goals

    In order to make progress with your studies when learning how to study effectively, it’s great if you set mini goals or objectives for yourself. Set out an allocated amount of work you want to complete for a day and make sure you do it. Every time you accomplish a mini goal, reward yourself with some free time. This will assure that you’re properly motivated and certainly won’t suffer from a burn out from over-studying.

    Deadlines can be hugely helpful in motivating us to get things done. One study suggests that “as we approach a deadline, or get near to completing a task, this has the effect of reducing ‘opportunity costs’ – essentially, the lure of all the other things you could be doing instead”[7].

    If you know you have a big exam coming up in a day or two, make a deadline for yourself. For example, tell yourself: “I will read these three chapters before 10 pm tonight.” You can even set a reward for when you complete your goal on time.

    You can read more on creating effective deadlines in this article.

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    6. Follow a Healthy Routine

    When learning how to study effectively, a healthy routine is important to your success. Your body needs to brace itself for intense studying, which is why you should get at least 8 hours of sleep, keeping in mind that the amount of time you sleep before 12 counts the most.

    Have a proper diet, including not living off energy drinks or takeout. A proper diet consists of 3 to 5 meals a day with average portions. If you need energy, opt for whole grains instead of processed grains to ensure your body is able to slowly process the food, offering consistent energy for the study session ahead.

    The greatest obstacle to face is having a balanced lifestyle, as studying is very time and energy consuming, which is why an overall healthy lifestyle is highly recommended.

    Final Thoughts

    Whether you’re studying for a big interview, a final exam, or a certification, learning how to study effectively is crucial to your success. Follow the tips above to ensure that the time you spend studying is time used well.

    More Tips on Studying Effectively

    Featured photo credit: Windows via unsplash.com

    Reference

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