Let's begin by defining organization skills. What are they?
Simply put, someone with excellent organization skills will be able to find what they need when they need it. By using simple strategies, they reduce wasted time and effort spent tracking down lost or misplaced items. Which means they will have more time to do other things. And who doesn't want more time!
If you are organized, you are more efficient and more successful.
Most people envision a clear desk and ultra-tidy workspace when they think about being organized. This isn't necessarily the case.
Think about the child whose room looks pristine, but only because everything and anything has been crammed under the bed or in the closet. What are the odds that child, or someone using similar tactics at work, will be able to easily find anything?
Very Slim.
So, you can begin to see why these skills are so important.
Here are a few tips to boost your organization skills:
Like Items Together
Group like items. For instance, office supplies such as paper clips and ink pens get frequent use. These could share space in a drawer.
Most Used Items Close By
What items do you use most in your work? If it is writing materials, keep those closest to your workspace. However, if you do work that requires you to keep wrenches or some other sort of tool handy, create a place for them closest to where they will be used.
The reason for this is two-fold.
One, you have them handy when you need them.
Two, they have a dedicated space so you always know where to find what you are looking for.
Use Labels
No, you aren't in elementary school anymore (unless you're teaching), but labeling still a great way to organize multiple items. Think about it. In most stores, the shelves or aisles will be labeled according to what is on them.
I work in a warehouse, and we have bins that are labeled according to their contents so it is easier to find what we need to fill orders. Same concept.
Set Up Systems
This may be one of the most important parts of organizing at work. If you have tasks that you do on a regular basis, having a system can make the tasks easier and more manageable.
For instance, set up a system for handling work-related emails. This could be as simple as setting specific times for checking and processing these emails. Or, it could be more intricate. However, the purpose is to keep things efficient and streamlined. Simple systems work best for this.
Other areas where systems are recommended:
Phone
If you receive a lot of phone calls as part of your job, but are able to let them go to voice mail, do so. Then, set specific times to check and respond to these voice mails. This has a double benefit - it makes you more efficient, of course, but it also encourages others to respect your time. If they know they can trust you to return calls, they won't have an issue with leaving a message.
Filing
Do you handle a lot of paperwork? It has to go somewhere. If you set up a simple filing system and a routine for using it, you won't find yourself drowning in paper.
Planning
Buy a Day Planner This goes hand in hand with time management. Set up a system for planning each day. It could be five minutes in the evening spent creating your to-do list for the next day, or five minutes in the morning preparing for the day ahead. List your priorities for the day.
How you choose to set up and use these systems is up to you. Do what works best.
If you are visual, and like to be able to see what you are working on at a glance, set up your space to maximize this trait. Use see-through storage and filing. Use color to establish rank and importance of tasks.
If you are not visual, then traditional filing systems and organizational methods might work better for you.
It does not matter, unless your company has policies that state otherwise, whether other people can see how your system works. If you are organized, it will show in your work, your ability to meet deadlines and your obviously reduced stress levels.
