Trans4mind Home Page

Organizing Your Office for Maximum Efficiency

Do you have stacks files piled up all over your office? Are you constantly rearranging project deadlines? Have you been passed over for promotions or projects when you knew you could do the job? Are you costing your company time and money because of misplaced files or documents?

If your answer is "yes" then it's time to get organized.

The Cost of Being Disorganized

Being disorganized eats up time, which equals money. For example, if your secretary wastes precious time going through her work to get to her work, he or she can lose (conservatively) 30 minutes each day. If his/her salary annual salary is $30,000, the time wasted will cost your company about $1,500 in lost productivity. That translates into about 25 cents per minute.

Or relate that to your salary: If you gross $90,000 each year, your time is worth 75 cents per minute. If you lose 30 minutes every day looking for your work, you'll cost your company $4,500 per year in lost productivity.

Disorganization also can undermine your company's credibility. In business, first impressions are important. A work environment that is poorly organized and cluttered, will project a negative image to your existing and potential customers.

Tips Easy Ways to Get Organized

Realize that you didn't become disorganized overnight, and you won't undo it in a day. But here are some strategies to help you get started:

Get a good desk. This doesn't necessarily mean an expensive desk, but one that is right for your personal work habits, business activities and other daily needs. If you regularly refer to books, manuals or publications, a desk with an upright hutch would make sense. Or if you use a computer and have ample floor space, consider an L-shaped desk. You can keep your computer on one section and still have a large workspace on the other. This configuration allows you to avoid juggling two priorities on the same desktop.

Mange your time better. One of the simplest ways to make better use of your time is to rethink how long tasks will actually take, and schedule accordingly. Envision yourself completing a task from start to finish and what actions you must take. Until you get more accurate at estimating, add 25% to the time you think you'll need to complete a certain task. Another way to realize actual time is to time yourself while you do different things, such as paying bills, balancing the checkbook or going to the post office. You might be surprised to find out how long things actually take. Make notes on how long each task takes so you can remember to allow ample time.

Throw away old papers. From mail to fax to advertisements and memos, paper is the largest contributor to clutter in an office environment. Many people accumulate paper clutter due to a fear of throwing away something important. However, 80 percent of the paper you save "just in case" is never needed again. And if it is, chances are you can recreate or get it from another source. Remember, your trashcan and your shredder are your friends.

Make faster decisions. Clutter happens when you put off making decisions. Try to get into the habit of quickly deciding whether you should keep paper, mail and other items. The faster you can make confident decisions, the faster you'll keep things moving through your life, which prevents backlog.

Here are some other simple tips for organizing your work environment:

* Have a master to-do list for each day at your desk.
* Pre-Sort your mail: 'To-File,' 'To-Read,' 'To-Contact' (write or call).
* Use a variety of containers to organize office supplies, paper clips and pens.
* Use a variety of desktop organizers or trays to organize papers that come across your desk.
* Color-coding your files makes it faster to find information.
* Sub-divide larger files with interior file folders.
* Return calls in batches, leaving specific messages and the time you called if the person you're trying to reach isn't available.
* Empty workspace of everything but the project you're working on to cut down on distractions.
* At the end of each project or event, organize paperwork and file or store it.
* Straighten desk at the end of the day and especially at the end of the week so that you can start each morning with a clear desk.

About the Author
Connecticut Secretary
Freelance Secretarial and Transcription Services

From our extensive site, you'll find good info on many topics using this search:

Support your personal development with these popular and effective hypnosis downloads...

  • Public Speaking Fear ~ Banish speaking anxiety and nerves with hypnosis.
  • Motivate Yourself to Exercise ~ Build a powerful exercise habit that you can't break.
  • Get Rid of Fear & Anxiety ~ Stop worry and apprehension wrecking your life.
  • Self Esteem ~ Break the negative trance of low self esteem and give yourself a chance in life.
  • Create Your Own Reality ~ Use the power of your unconscious mind to transform your life.
  • Deeper Self Respect ~ Use hypnosis to connect with your true inner worth.
  • Detach From Fear ~ Tune out nervousness and anxiety with hypnosis.
  • Improving Concentration and Focus ~ Learn how to discipline, direct and command your mind to improve your performance.
  • Exercise Motivation ~ Give you powerful keys to getting back on track with your exercise - and staying there.
  • Overcoming Shyness ~ Provides an invisible security blanket allowing you to develop social ease and overcome shyness.
  • Quick Confidence Booster ~ An audio hypnosis session that's specifically designed to get you (quickly!) back on track.
  • Stop Negative Thoughts ~ Learn powerful hypnotic techniques to stop negative thoughts before they start.
  • Overcoming Procrastination ~ Let hypnosis help you get on with what you need to do, when you need to do it. Let nothing hold you back.
  • Think Thin ~ Use hypnosis to re-train your brain and lose weight naturally... that's how to get and stay slim.
  • Fall Asleep Fast ~ Relearn how to fall asleep fast and enjoy a good night's sleep.
  • The Next Level ~ Designed to radically boost your performance in any field. It's based on a technique used by top athletes and other successful people to help them make a big stride forward.
This is our selection of favorites, but there's a session for every need! Choose from over 800 Hypnosis Downloads...
Search now on an issue that interests or concerns you...

View all the Hypnosis Downloads here

The New Wave in Meditation Technology

Click here to learn more about the iAwake Profound Meditation Program
The iAwake Profound Meditation Program
is a way of enhancing your meditation practice, making meditation not only easier and more enjoyable, but also more efficient and effective.
Profound Meditation provides the smoothest, deepest, richest, most profound meditation experience available anywhere...
Here is a link to a free 20-minute track from iAwake Technologies - a sample of the type of tools that will deepen your meditation immediately and help you quickly become a successful meditator. It's the opening track of iAwake's flagship product, the Profound Meditation Program, called the iAwake Experience...
Learn More and Download the iAwake Experience
We think you'll find this technology a tremendous aid on your transformative journey of becoming your best and most creative self - and you can get started today!
Copyright © 1997-2018 Trans4mind Ltd