Organizing Your Office Space
It is already November which means the holidays and the end of the year is fast approaching. For most businesses, the end of the year is one of the busiest times as they are trying to wrap up projects and get ready for the holiday season. It might be a good idea to start cleaning your office space whether it is your desk or office at work or home. When you come back to the office in the New Year you will thank yourself for organizing your files and decluttering your workspace. We understand your struggles as you are working hard trying to accomplish one project after another. Who even has the time for cleaning anymore? At XYZ Storage, we have compiled a list of a few ways you can organize your workspace. Trust us, some of them will only take you a few minutes!
Organize Your Papers/Files
To get started on organizing your papers and files, purchase folders, containers, and a filing cabinet. This is for those of us that still run paper-heavy businesses and do not rely on newer technologies such as Google Drive. It is important to keep everything organized as it is easier to find what you are looking for when you are not sorting through a pile of messy papers. You can use a colour-coded system to organize the many projects that you have on the go. For instance, blue can be for Project #1, green can be for Project #2, and red can be for Project #3.
Declutter Your Computer
You save files every single day whether it is forms that need to be filled out, daily or weekly status reports to your manager, photos that are being posted on the company’s website, or monthly budgeting spreadsheets. The point is your computer or laptop is filled with all these documents that you have saved over a few months, a few years, or several years. If you are not on top of organizing your files using folders, then chances are you have a pile-up of documents randomly saved. Spend an hour or two sorting through all of your files. Delete the ones you no longer need and reorganize the ones you need to keep. You can do this by following a naming convention. For example, if you are organizing the monthly budgeting sheets. You can name the folder: Marketing Budgets and then name the folders: Month_Year_Marketing Budget. This system is easy to use when you remain consistent and it will be a lot easier to find what you are looking for.
Make a Routine out of it
When something becomes part of your daily routine it gets easier to do each time. It can be as simple as making your bed every morning or getting off the subway train a stop earlier and walking the rest. The same concept applies to organizing your workspace. When you spend a few minutes every day organizing your computer or cleaning up your desk it becomes a mindless task. You can try spending a few minutes at the end of each workday to organize your files if you did not take the time to save it to the correct folder. If you happen to forget to organize your files the day before, maybe you can spend a few minutes in the morning. This may also help you feel more productive at work.
Throw out What You Don’t Need
For some of us, we like to keep things around just in case we need it later. Try and keep your workspace as organized as possible and one way to do that is to throw out what you don’t need. Your home office may be cluttered with old documents from jobs or projects that you worked on years ago. It might be a smart idea to throw those documents out or have a saved digital copy if you would like to keep them. This can help you save space on your desk or in your office.
Make it a fun and productive activity with all of your employees. Throw the suggestion out there about organizing the office and decluttering the space. When you declutter your space, it can help increase the productivity of employees. Organize a day where all employees help organize the filing cabinets in the office and throw anything out that is no longer needed.
If you find your office or business a little too crowded with paperwork whether you work in retail, construction, or at a consulting firm consider taking advantage of self-storage solutions. We at XYZ Storage allow you to store boxes of your files and other documents at any of our secure storage facilities whether it is for your personal or business use. Another option can be mobile storage if you require your belongings to stay on site. With our mobile storage option, you can keep a storage container on your property and have convenient access to it or we can bring it back to one of our facilities for you.
We are here to help you make space for the big things happening in your life even the busy ones. Happy Office Cleaning from all of us at XYZ Storage!