We don’t all stay on top of things as much as we like, and sometimes our offices suffer. Have you ever had a customer or co-worker drop in for an impromptu meeting, only to find your desk covered in papers, memos and sandwich wrappers?
In today’s hustle-and-bustle work climate we tend to accumulate far more work/projects than we can possibly finish off in the foreseeable future. Unfortunately, clutter and disorganization are not only eye-sores, but they can also be breeding grounds for germs, says John Pletz, CEO of ServiceMaster Clean by Pletz, based in Crystal Lake, Illinois.
So here are some tips compiled by Pletz and co-worker Jaime Ross to help you keep on top of the workload – and keep your office looking great at the same time.
* Email. Don’t print hard copies of emails as a reminder for a task you have yet to complete. Instead, “flag” the item for follow-up in your email system. This nifty feature allows you to quickly scan through emails, answering ones that can be immediately resolved while flagging the ones that require more time/research to review them later. Get in the habit of reviewing your flagged emails each morning. Once you complete a task, simply un-flag it and file it in the appropriate system folder.
* Office Inbox. Your office inbox can sometimes seem as if it grows by the hour. I’m sure you have seen memos like “New Office Supply Vendor” or “New Vending Machines in the Break Room” memos circulating around to all staff. They should be immediately tossed or filed. Even better, suggest to your office administrator that such memos be sent via email or posted in the employee break room.
* De-clutter. Take an inventory of boxes you have stacked in the corner or under your desk, old files piled on the corner of your file cabinet and even the knick-knacks you have sitting around. Hint: Throw away as much as you can!
* Filing System. Keeping all your projects organized can become overwhelming if you don’t separate each project into an individually labeled file folder. Once organization has taken place, a file rack can become useful. They allow easy access to projects without requiring that you search through stacks of papers or rustle through a file cabinet. Once you complete the project file, the folder in your regular file cabinet. If you can file it electronically, however, through the paper pile away.
* Deep Cleaning. Take a look around your office. Do you have an accumulation of dust? Ever wonder why the cleaning company hasn’t rid your desk of those pesky dust bunnies? Well, it’s because most cleaning companies do not clean desktops that are covered in paperwork. Take a few moments to neatly clear your desktop of all the paperwork and leave a note on your door/desk that says “Please Clean Me.”
It’s important to keep on top of things in the office and take full control - before they take control of you. And with a little forethought and a bit of work, keeping a tidy, successful workplace is a lot easier than you might think.
