Even in our digital age, the in-tray can still overflow with receipts, notes and forms. Ruth Perrin provides vital tips on how to keep the clutter under control.
If spring cleaning and de-cluttering your paperwork is a bit of an Achilles heel, then it might be reassuring to know you’re not alone. A new study from Avery has shown that disorganised offices are anything but a myth, with an epic 70 per cent of us admitting that we find keeping our work items neat, tidy and in order a Herculean task.
So how can you get organised and take back command of your office space? To win the bigger war with disorganisation, start tackling the little things first – it’s astonishing what a difference it can make.
Of the day-to-day tasks to attack, the research shows that 38 per cent of us find that filing important documents is where we fall behind the most, followed closely by a lack of proper labelling on files and folders. Amazingly, only four in 10 people say they actually stick to a strict filing system at work.
The single most common complaint from office workers struggling to stay on top of things is that they simply don’t have the time to stay organised, with a quarter of those asked saying they have too many other important things to prioritise. As a result, systematic tasks typically get put to one side, leaving the paperwork to quickly start to pile up.
Clearly, solutions for everyday organising need to be quick and easy. If your office is buried in paperwork, here’s a battle plan to help you start taking control and getting things back in order.
Draw up a list of key areas to tackle and manageable tasks to complete, one step at a time. This will help break up the task. One in five of those surveyed admits to losing important documents through bad organisation. The same amount say that important tasks can get delayed through wasting time looking for things. Whether you choose to use folders, storage boxes or in-trays, put paperwork into neat office files.
A great way of organising documents is to use labels to clearly identify what goes where. Stationers stock a variety of different sizes and colours for all types of folders, files and binders. Some even provide online templates, allowing you to print personalised logos and images. Reuse old files and folders with opaque labels to save costs.
Arm yourself with a visible, colour-coded filing system. This saves time by helping you to find the most important things in the right place quickly. Archive documents that you don’t need on a daily basis. Make sure they’re clearly labelled so you can easily get hold of them again when necessary.
The look of your desk has a major impact on productivity and how you feel about work – get rid of items you don’t use regularly and use space-saving accessories such as stackable document holders for the things you need to keep to hand. One in 10 people confesses to working late simply to re-establish order and make the office look more organised.
Starting to feel better? Once your office is super-organised, make time every few weeks for a good clear out, as it’s all too easy to let things build up. Before you leave at the end of each day, try to organise your desk so that it looks as fresh as you do each morning. You’ll be surprised at just how good you feel about your work when you have conquered your filing and are ready for action.
Ruth Perrin is Category Manager at Avery.
