Learning how to be organized at work means developing a working routine and style that allows you to be more efficient in the workplace. Organization improves your work performance, contributes to effective collaboration on projects, and benefits the company overall. An organized working environment makes it easier to prioritize projects and complete them by their deadlines.
Here are some steps you can follow to be organized at work:
Make lists
Writing things down can help you to remember important information and provide a reference point in which to find your notes later. Also, if you have recurring projects or tasks, developing checklists and templates can help you streamline and standardize your process. Lists ensure that you don't miss any steps while completing a project, and templates simplify repetitive tasks because you don't have to start from scratch each time.
Use calendars and schedules
Using calendars and writing commitments and plans on a schedule prevents over-scheduling or forgetting important events. Write all meetings, deadlines, and reminders on paper, or use an online calendar instead of relying on your memory. Writing down all projects and plans can also help you to prepare better long-term plans.
Establish a routine
Establishing a routine helps to form habits that can give you structure and help the day run smoothly. Although creating a routine can feel like extra work at first, it becomes more automatic the longer you have one in place. Eventually, having a set routine can help you achieve your goals more efficiently because the steps you take to reach them are more streamlined.
Stick to your schedule
Once you have a routine and a defined work schedule that suits you, it's important to stick to this schedule. While deviations can happen, having a schedule makes it easier to get back to the task you want to accomplish. Following a schedule is also important in helping your coworkers to stay organized. For example, if your coworkers rely on you to complete a task before they can begin their own, it's important to remain on schedule to ensure that everyone gets their work done on time.
Create a filing system
Whether for physical or digital paperwork, creating a filing system helps you to reduce clutter and remain organized. For example, you can have folders for different important documents, such as invoices or contracts. You can also set up email folders for different categories, like projects or senders, to ensure that you are saving all important correspondence without keeping too many items in your inbox.
Assign a place for everything
You can save a lot of time by the simple act of making sure that all objects in your immediate area have a designated place. For example, when you keep your stapler in the second drawer down, red pens to the left of your computer monitor, and your phone always on the charger, you won't waste any time looking for these things.
Eliminate clutter
A clean workspace helps to keep you motivated, focused, and productive. If you fill your desk area with old papers, random notes, or irrelevant things, it makes it harder to focus on tasks and stay in the present. Having an organized desk area also makes it easier to find important documents and other paperwork. Take some time each week to throw away unnecessary clutter and reorganize items into folders and desk drawers. Also, having a clean, tidy workplace can encourage your fellow employees to keep their desks clean and tidy, benefiting the company.
Ask for help
When you are organizing your life at work, it's helpful to inform your coworkers and manager about your goals and ask them for advice. Your coworkers may use organization software that is specifically relevant to your position and be able to show you how to use it efficiently. Also, if you inform your manager about your organization's goals, they may also help you to succeed with tips and practical actions. For example, they can help you stick to your routine by planning weekly staff meetings at the same time every week.
Avoid multitasking
Instead of multitasking, focus your efforts on completing one task at a time. While multitasking can feel productive, it often leads to mistakes and distractions when trying to complete a task. Focusing on one task can prevent mistakes, lower workplace stress, and help you to meet deadlines. Also, once you complete a task, you can check it off your to-do list and use it as momentum to begin the next task.
Take a break
Taking regular breaks can help you to remain focused and minimize distractions. Step away from your desk and go on a quick walk around your office building. Or just sit outside and enjoy the outdoors for a few minutes. Try not to take your phone or laptop with you on these breaks, as this can tempt you to continue working. If you are working well and focusing on a particular task, wait until you get to a good stopping point before taking a break.
Find the right tools
No matter what position you have or what industry you work in, you can benefit from certain software and tools. It's important to research what software is best for your needs. For example, you could use a productivity manager to help you track the progress of all your projects and activities. Or you could use a chart to create a visualization of your ideas and plans. Ask your coworkers or manager for advice so that you can find the best tools for reporting, collaborating and organizing your tasks.
