Once you’ve run an office for a while, you begin to realize that time is the most important resource. It’s something you can’t get back or buy and everything you do depends on it. That’s why managers are willing to spend quite a lot of money to increase productivity. This isn’t a wasted investment, it yields great returns.
Before you can create a system that increases productivity, you need to take a good hard look at how you work and what your process consists of, in order to build on that.
Create work zones
The space that surrounds you affects the way you work. The goal should be for the work to come naturally and not to waste time on organizing the office. It should be prepared for you to get into work mode right away. This is best accomplished by separating the office into work zones.
Each zone should be dedicated to a particular type of tasks and equipped with everything you need to complete the task. This prevents clutter and makes it easier to break in new employees.
A meeting bin
Organizing meeting takes a lot of time and effort and it’s not the most productive way to spend your time. The meetings themselves aren’t that effective if you don’t have everything you need for them prepared in advance. By having everyone come in ready, you save a lot of time and make the meeting agenda-driven.
A meeting bin is a folder (either real or a virtual one) that’s used to keep track of everything you might need for a meeting. That way you’re much more prepared when the actual date of the meeting approaches.
It may not seem like that of a big deal, but simple labeling can change your office significantly. Labeling everything in a clear and readable way allows you to find your way around the office at a glance. Using bulk Dymo labels means that you can change the labeling system as often as you want without wasting time.
The labels shouldn’t be too specific or detailed. It should be used to group files and items based on their purpose or the frequency with which you might need them.
Throwing things away
Keeping the office clean is the same as keeping it organized. You need to have a system in place that will allow you to throw things away on a regular basis without losing anything or having to work with old equipment. The cleanup should be organized every couple of months and it’s best to do it when you don’t have more immediate work to do.
The things that you decide to discard should be recycled whenever possible. This isn’t just an environmentally friendly way to go; it can also fund at least a portion of the office remodeling or just purchasing of supplies.
Have an exit routine
A work day has its own dynamic, and it’s impossible to keep the office in perfect condition at all times. However, if the office is set up with productivity in mind, it might be a good idea to return it to that state when you’re done with the day’s work. A simple routine for the end of the workday will make this possible. Once you’ve settled into the routine, it can be something you do without thinking about it.
The routine should consist of saving and backing up all files, cleaning up your desk and preparing a to-do list of the next day.
Keeping your workday productive and focused will save you a lot of resources and keep your performance on the level. It’s usually about small tips and tweaks that don’t cost much and add a lot to your performance.