Clutter is distracting. In the big city, there are enough distractions; you don’t need to add to the issues demanding your attention. While you can’t do anything about your commute on the subway, you can change the way your work space affects your moods. If you’re tired of losing your concentration because of the mess in your office, it’s time to embrace the season and give your work space a solid spring cleaning. Use the following guide to organize your space, and remember, when you need to get rid of old documents and electronics leave it to a professional paper shredding company in Toronto.
Your Desk
Start with where you accomplish most of your work. Store anything that doesn’t require constant access. The ideal desk top features your phone, computer, planner, active files or projects, and a personal photo or two. Where to put the rest?
- Secure cords and electronic device chargers out of the way. You should not need to stop and shift them to make more room.
- Site your printer and scanner in another area, perhaps a mobile printer cart or credenza. Make it within reach, but not on your desk.
- Stash supplies in an organizer inside a desk drawer. They’ll be within reach without taking up premium space.
- Use a step-up file stand if you need to have more than your project of the day on your desk. The files stay organized and within immediate reach.
Your Files
You probably have a ton of paperwork in your office. You probably don’t need it all. You can organize, can, and shred to make papers more manageable. For the record, piles are not acceptable. Don’t worry if it seems like you have a mountain of paper. There are plenty of shredding companies Toronto business owners like you can trust, and they can quickly make mulch of your mountain.
- Keep monthly credit card, bank, mortgage statements and pay stubs for one year, after which shred them.
- Keep any tax receipts and their supporting documents for seven years then shred them.
- Always shred items including financial information or confidential client information that you no longer need.
- Binders provide an organized, accessible way to collate needed information, but keep them on a bookshelf or bookcase.
- Organize meeting notes by topic or project. Create a file or binder for them, if you need them in paper form. Otherwise, scan them, back up the files, and then shred the paper version.
- Obtain an organizer app for business card tracking. You’ll find many free, quality programs in the Android and Apple stores. Scan each business card and use the program’s notation feature to add details about where you meet, the topic, and necessary follow up details. Toss or shred the paper versions, unless it’s one you’d like to keep as a memento.
- Make sure any obsolete gadgets like old phones or tablets are properly destroyed along with your paper files. Many of the top shredding services in the city also offer electronic destruction services in Toronto. Their mobile shredding trucks are strong enough to eat through gadgets like they were paper.
- Keep your in and out box on the credenza or a bookshelf within reach. Incoming mail goes in the “in” box, not on your desk.
- Designate a drawer for personal items like your keys, wallet, and/or purse, and keep them there.
Your Surroundings
After you’ve organized and de-cluttered, spend a little time improving your office surroundings. A few surprising items can increase productivity remarkably by making your workplace more comfortable and attractive.
- Increase available natural light by opening curtains or drapes. Re-locate your desk to an area receiving natural light. Those with a basement office need not despair. Install a task light over your desk. Purchase a lamp that simulates natural light.
- Use a fan or a sound machine to create white noise. You’ll block annoying sounds like the neighbours’ pets that usually interrupt phone calls and enhance your concentration.
- Sit in the right chair for you. One size does not fit all. Use the adjustable settings on your chair to find the right angles for you. You may need a new chair. Go for an ergonomic design that feels comfortable and lets you align your computer keyboard and screen for comfortable typing.
- Aesthetics matter. Choose paint colors you enjoy and decorate the walls with art you like.
Don’t try to tackle everything in one day. Tame your desk first then move to your files. Once you’ve collected a pile of paper and electronic documents you need to get rid of, call the shredding experts. Once they destroy obsolete files and gadgets, you’ll find you have a lot more space in your office. So get to work and see how a clutter-free office can improve your productivity.
