It’s that time of year and as good a time as any to tackle your desk and desktop. Here are some easy spring cleaning tips to make your work space and desktop a more productive area.
The inevitable first step is to clear out the obvious papers, receipts, notes, broken pens and other debris that has built up. It will be easier to work, less stressful and easier to keep clean.
If you ran out of cards a few months ago, or worse, if you have scribbled your new phone number over the ones you have left, get some new ones ordered. Put them in a prominent place on your desk so you remember to give them out to new contacts and they think to ask for them when they’re introduced.
For business cards you have collected and need revisiting, reach out online, make sure you plug in the names to your social media networks (like LinkedIn, Google+)
Shortcuts in more than one place will lead to confusion down the line when they need updating.
If you are new to the job or haven’t clicked into shortcuts for months, don’t assume they can be deleted now. They could be only relevant at tax time or when you’re contacting the vendors for the annual office party. Create an ‘archive’ folder and move the links there. When you’re sure they are no longer required (when you never have need to go into that folder), you’ll have more confidence to clear them up.
Always attaching the same group of pictures? Put them into a collage. It looks more professional and you’ll never miss one by accident. Along the same lines, if you’re sending out attachments with random names (like DCS00876.jpg), rename them now to organize your files and present a better first impression for your contacts.
Process and Procedures
For hard copies of documents, check you have the latest version. If you can’t find a print date or latest update, go to the master of the document and add version number or edited date fields then reprint so you know you are working from the correct source. Similarly, if you have scribbled over your notes to update a process or procedure, get the master updated so your colleagues (or your successor) will also benefit.
Look around at what makes you smile … would you like a more up to date photograph or a motivational quote? Do you want to brighten things up with some colored paper / highlighters / cool stationery? Making sure you have what you need can also be fun, a place for everything and everything in its place but maybe you have unique paperclips or a stamp to mark when you have processed an invoice.
Other ideas which might work for you:
- color code
- add a tray or basket for ‘pending’ or ‘in progress’
- have a designated area for outerwear / bags, make that your ‘personal space’ so your desk appears professional
- use a cutlery drawer or simple dividers to manage your stationery or tools
- before you leave your office, make sure it looks the way you want to find it the next day. Once routine, this will be your path to leaving the office on time and not falling into the trap of ‘just cramming in one last thing’ when your mind is already on dinner.
If you’re ready for a bigger change, contact us today firstname.lastname@example.org