It’s 2019: The Ultimate Office Organiser Orders Snack Subscription Boxes Online
Most of us could benefit from being a bit more organised. But when you’re caught up in the daily grind, it can be difficult to pinpoint just how you can be more efficient, and what changes you can make to be more effective. Don’t worry, we’re here to help! Here’s how can you be more organised in the office in 2019. With a few simple changes, you can benefit from better work processes, increased productivity, and a happier working day.
It’s Time to Declutter
A lot of time is wasted looking for what you need. Whether it’s your notes for a staff meeting, a client file, or a supplier’s contact number, there is only one way to ensure you will be able to locate what you want, when you want it: declutter. That means you need to make time to purge the office, clear the chaos from your desk, and put everything in its allotted place - or in the rubbish bin. In simple terms, here’s what you need to do:
• If it’s broken, throw it away.
• If you don’t need it, get rid of it.
• If there’s a better way, do it.
Sort Out Your Desk
When it comes to your desk, take a step back, be honest and ask yourself, ‘What do I really need to be able to do my job?’ The chances are, the answer will be your computer, keyboard and mouse, your phone and a pen. So what’s everything else doing there? It’s nice to have personal items on your desk, but they can hinder your work as they get in the way, they can set the wrong tone and make you look unprofessional, and they can be distracting.
Research suggests that a decluttered space is essential to workflow. Visual stimuli and objects in our environment compete for our attention and we are forced to scan for what we need. Therefore, a cluttered space can lead to feelings of stress. It can also impact on your psyche and your ability to think clearly. Be ruthless. One small photo that makes you smile is really all you need.
How to Arrange Your Working Area
Your desk is your command centre and you should treat it accordingly. Your monitor should be directly in front of you, at eye-level, about 17 inches from your body. Put the items you use the most on your dominant side so they are within easy reach of your hand. It will also be good for your posture not to have to twist and stretch to reach the items you need.
Have as much free space as possible, but at the very least, you should have a clear area for documents that you need to work from or sign. Keep your working area clean and free of dust by only eating light, healthy snacks at your desk.
Get Rid of Unnecessary Paperwork
Get rid of post-its, notes and paperwork. If there are documents on your desk that you need, file them where they should be or scan them and save them as PDFs; that way you will have a directory that you can search to help you find what you need to retrieve.
Evernote is a comprehensive document management system that works on all devices. You can use it to store text files, spreadsheets, images, receipts, checklists and more. It’s easy to use and there are lots of add-ons and apps that interface well with Evernote.
If you are using sticky notes as reminders, now is the time to go digital. Use your desktop calendar for setting alerts, and download a memo and note-taking app for to-do-lists and reminders.
When your desk is clear, keep it that way, and encourage everyone else to follow your stellar example!
Declutter Your Computer Desktop
Put aside some time to sort out your computer desktop. If you need to update your operating system or virus protection software, or you need IT support or advice, get onto it. Drop unwanted documents, photos and files into the trash, create folders for the files you do want to keep and get them labelled, delete unwanted apps and emails, and then empty your trash.
Tackle Your Email
If you are someone who lets emails build up or has hundreds of messages sitting in their Inbox, it’s time to remedy the situation. It can feel incredibly liberating to work through those unread messages, hitting the delete key until you get to zero. If the messages are old, irrelevant, spam or advertisements, it’s probably best to get rid of them all. Then, use the filter system in your email so only the messages you need to see make it into your Inbox, and you know which are a priority and which you need to reply to first.
Here are some other time-saving tips to help you manage your email:
• Unsubscribe from newsletters, updates, and special offers - it’s a waste of your time.
• Assign folders and labels to incoming mail so you know where to find the emails you do need to keep.
• When replying to emails, could you direct the sender to a resource or attach a link instead of typing out a lengthy reply?
• Use auto-reply when you are out of the office so you are aren’t faced with a deluge of messages on your return.
Plan Ahead by Ordering Healthy Snacks Online
Look for ways to improve efficiencies. If you take turns bringing snacks in for one another, waste time ordering refills for the vending machine or stocking up on food and drinks in the staff room, you’ll be glad to know there is a better way. Snackwize lets you order healthy snack boxes in advance and they deliver them to you weekly, fortnightly or monthly. You can let the helpful staff at Snackwize know which sweet and savoury snacks you and your colleagues enjoyed the most and they customise future orders so there’s no waste and everyone is happy. It will save you the hassle of asking colleagues what they want each time, having to mess about placing and changing the order and remembering to arrange the delivery. And, you'll always have something great you can eat, within arm's length, when hunger strikes.
Do you have schedules and lists all around the office, most of which are ignored, forgotten, or lost beneath other notices? Asana is an app for keeping the whole team on the same page, negating the need for endless rosters. You can coordinate work schedules and conversations, assign and receive tasks, and propose ideas. It’s great for helping teams keep track of what needs to be done and who is doing it. Take an objective look at the way you work to decide if there are ways you can do things better and more efficiently.
Use the Cloud
Get organised by making the most of modern technology.
Google Drive stores files for you, whether they are recordings, videos, designs, drawings or more. When you place your files in your Drive, you can access them from any device, and you can also choose who else you want to view and collaborate on those files.
Google Docs has all your office suite components and puts them into a live online format. As many people as you want can edit documents at the same time without the need to save changes. Updates are saved in real time. Chat with others inside the document, add a comment and have them notified by email and create and insert flowcharts and diagrams.
Many people use organisation and productivity interchangeable, perhaps because you need one to be good at the other. By being more organised, you will be more productive. An essential component of being organised and productive is in achieving quality work. Here are three ways to ensure you are giving your work your all.
1. When you need to concentrate, switch your phone on silent and place it behind your monitor so it’s out of sight, out of mind. Be twice as efficient by leaving it on charge while you work.
2. If you are distracted by emails, turn off email alerts and disable pop-ups. If it helps you, set aside a period of time to check your email, perhaps before lunch, mid-afternoon and before you leave for the day. That way you know you won’t miss anything important because it won’t be long before it’s time to check your Inbox again.
3. The same applies to social media. Set yourself stringent rules or you risk looking at the clock and discovering you’ve wasted another precious hour reading nonsense, and your to-do list hasn’t got any shorter.
There’s an App for That!
Nowadays, there’s an app for everything, from managing invoices to project management to time tracking. Consider these paper-saving apps to help you get more organised in the office and in your personal life:
Pocket enables you to save online clippings to read later. If an online article catches your eye, you can put it in a virtual pocket so you can view it offline later.
LastPass is a password manager. Use it to store, create and remember passwords. It’s great for small businesses as multiple users can share access to certain passwords.
Doodle helps you communicate with colleagues to organise a meeting time and date the works for all of you.
Do.com helps you make your meetings better. This app encourages you to write and distribute an agenda, times your meeting, archives meeting notes, and helps you assign follow-up actions and track when they’re done.
Get Organised Today
If you’re finding the day is slipping away from you and you’re not getting enough done, spend some time getting organised. Set some time aside for a clear out; that includes physically removing furniture, clutter, stationery and any items in the office that are not conducive to the working day. Make the most of technology to schedule work and to communicate and collaborate with your colleagues.
You can event appoint professional organisers to help you gain an objective view of where things are not going as smoothly as they could. However, by asking yourself what you and your colleagues could do better, and looking at where you are wasting your time, you should be able to get more organised and see productivity soar.