Greetings! The warm weather is upon us and it's time to apply the principles of "Spring Cleaning" to your office. Over the next three weeks we will give you some tips on how to make this happen. Clearing of office clutter can be broken down into three distinct areas: decluttering your office; reorganizing your office; and maintenance. All are equally important and we will expand on each individually over the next three weeks. Think of your desk as a work surface for current and daily work and not a storage space. This thinking will help you to keep your office better organized and have less clutter. As an incentive, we encourage you to enter our BEST MESS contest CLICK HERE, or Email us (bestmess@sensyst.com) a photo of your mess and on the 20th of June, we will award an ergonomic task chair to the person with the BEST MESS!
Organizing Your Workspace:
- Clear your desk of piles and put all of your documents into files so that you can quickly find the information without digging through piles.
- It is both a personal and corporate choice as to what you will use for storing your files, but ensure that you do have some type of filing system.
- Once you have gotten the proper tools for creating a file system, start with the current items and what you are working on now, rather then old papers. Your old papers and projects will find a way into files along the way.
- Most offices have policies on how long certain files and information should be kept. If the file is only required for a certain period make a note at the top of the file as to when it can be discarded.
- Layout your office so that your current files are easily accessible to you at your desk. Older files that are used less often, should be stored farther away from the desk, possibly in a file cabinet. A portable hanging file could be a good choice for current files
- “In” and “Out” boxes are important to help manage paper flow. Two “In” and “out” boxes can be useful in creating a good system. Use one “In” box for mail and the other for incoming faxes and internal mail. One of the “Out” boxes can be used for such items and out going mail and faxes and the other for items to be filed.
- Although you will want to file alphabetically how you label the files is completely up to you. When you label a file think about where you would look for this if you needed it, rather than where should you file it.
- When placing items in the file place the most recent as the front so that when you open the file you are looking at the most relevant information.
- If you are filing a document for reference information for a later date highlight the essential information to make it easier to know why you saved the document in the first place.
Sensyst offers more than just competitively priced office furniture. Our slogan “PLAN • DESIGN • FURNISH” is more than just words, it is a business philosophy. We offer our clients a complete range of services to meet their requirements now and into the future. Educating our clients on healthy work habits is part of our role. Whether your organization is expanding, relocating or simply wanting a fresh new look – we can help, just ask!
Watch for office organization and office maintenance in up coming newsletters!Don’t forget to send us pictures of your mess CLICK HERE
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