Wherever your mind is during the day, whether it's on work, coffee or the cute crazy cat videos that pop up on Facebook, your working space should be tidy. If you're the kind of person that finds organisation a serious task, then it's probably time for a rethink and make this new year (and decade) one to adopt positivity and productivity to your office and work. Keeping tidy is the first step to achieving your goals, even daily tasks, keeping prioritized and being on top of everything you need to do. This is also something you must encourage your co-workers or employees. If your business isn’t working, then it’s time to rethink.
Firstly, here are some of the things that are vital you keep on top of when maintaining a well oiled office that is productive and efficient across the entire spectrum:
- Finances and bills – any bills, information relating to clients, invoices, insurance papers and information regarding any of them that you may need to keep track of or whip out to refer to when needed.
- Admin and all letters received in the office – sometimes you need to take your letters along with you to conferences or meetings so it’s vital that you have them archived well especially if they have valuable information that is confidential. Keeping them archived can be helpful if you need to refer to them at another time and can be good to keep paper copies and not just digital copies, just in case there is an issue with your electronic systems.
- Policies – keeping your insurance policies in order is important in case you need to refer to them or use them at any point, even if this is to show to the tax man.
If you're one of these people who keeps your files all stacked up or thrown into a drawer, then perhaps it is time to change your tactics and look at investing in a set of filing cabinets. Have a browse at the ones for you, and this way you can section each drawer and alphabetize every single file, including a miscellaneous section. A filing cabinet is also a stylish way to keep things neat, because drawers become easily messy and there's a tendency to throw old papers in, or pens, paperclips, any little bits of junk that have no other home. You can get a cabinet to fit your decor and lifestyle, and you can have the worry of losing your papers, and having them creased and crumpled in a drawer expelled forever.
You can always use the amazing concept of alphabetizing a very efficient way for appointments and letters and contacts, however for bank statements and bills, keeping them in order in your filing cabinet in date order is best, to backtrack through the months. Keeping coloured sticky markers and colour coordinating is always good, for example green for priority, yellow for archive, pink for recent, and blue for non-important.
Keep The Office Systems Working Well!
Look at what types of systems are working in your business and what could be improved upon. Once you have the business in good working order and you are organised to the best of your ability, you are going to want to look at the broader picture. Are your phone systems working well? If you don’t have time to answer all incoming calls, this can backfire and not be positive on your reputation. If you feel that you have too many calls to answer then it’s vital you have a good answer system that can still keep on top of the calls and still monitor them so you can follow up at a convenient time.
You may want to look at investing in some type of answer service, such as Ivy Answer Service, which can allow your business to grow and remain in good working order for customers to see, so they don’t feel pushed out or that they are not being taken seriously. You don’t want to miss out on any potential business opportunities either so that could certainly happen if you don’t have the physical staff to keep up with the demands of the company. It may not be logical or viable to take on more staff so an answer machine that works for you, could be the best solution to your communication issue and it’s so important that you begin to take it seriously.
Keep neat, keep tidy, be productive, be thoughtful and start to see the changes you crave.