Have you ever experienced spending hours trying to locate a single receipt on your desk? You search through piles of folders, but can’t put those folders away because you still have to work on them later, so you end up shuffling papers here and there to no avail. The hectic pace of a workday tends to create the temptation to finish a task as quickly as possible, often at the expense of orderliness and process, leading to disorder and decrease in productivity.
The importance of being organized in business
When you do your work in an organized way, your productivity increases. Without clutter to distract you, you will be able to focus on the tasks at hand and work more quickly and efficiently. If you have a business where your employees deal with clients directly, clean and organized desks will surely put your clients at ease. Put yourself in the shoes of your clients—how will you feel if you see cluttered workspaces? Will you feel confident that the business you’re dealing with will be able to meet your needs, or will you feel that something may go wrong?
Being organized also provides your business with the ability to process client information quickly—if you have the right tools within easy reach, you will be able to offer a faster, professional, and reliable service. Employees won’t have to leave their stations and inconvenience clients by making excuses such as “Just a moment, let me just get a stapler,” or “Can you wait until I find the original receipt?” A well-organized workspace gives you access to the necessary tools so you can spend time on more productive tasks.
A well-organized workspace can also help you deal with emergency deadlines and meetings when you need to access documents and other files right away. By knowing where everything is, you will be able to grab the files that you need without making anyone wait.
What you can do to become organized
There may already be ten urgent things for you to do as soon as you get in your office, but you must learn to prioritize which ones to do first. For example, the first hour at work can be set aside to check and answer emails, while the second hour can be spent returning calls, and the third organizing your hard files. Get some file cabinets with dividers for different categories (taxes, marketing copies, contracts, etc.) to clear up your desk.
Appropriate your last hour of work to organize your electronic files in your computer. Transfer these into the proper folders little by little. Your folders should be properly labeled. If a new category comes up, make a new folder for it immediately. Make sure your filing systems provide a place for everything and that you can locate and access files, folders, and documents when you need them.
As you can see, by keeping things in order you will get to keep track of everything while being able to finish tasks efficiently without losing an important document. There’s nothing like the sense of accomplishment you feel at the end of the day when everything is done and in its proper place!