Being organized in the workplace affects performance. According to the lateralization of brain function, left-brained individuals show to be more efficient when they are on a systematic high. Right-brained individuals, on the other hand, work best when given the freedom to express creativity without the obligation of categorizing everything. So, is it really that important to be organized and all?
Oh yeah, this goes for your desktop as well.
Greg Wells and Monica Ricci pointed out six reasons why you should be organized:
-Good First Impression
Imagine meeting an attorney for the first time, whose office is a cluttered mess? Papers piled all over the desktop, mail and files scattered on the credenza, and an overloaded bookcase with stacks of books on top and on the floor. Regardless of the actual skill or reputation of that attorney, might your first impression be a negative one? Might your confidence in that attorney be lessened as well? In business, first impressions are important.
We often spend far more time looking for items than it would have taken to designate a place to store it. Have a place for each item you use and get into the habit of returning it promptly when you’re finished; you’ll free up more time to do what you want later.
You’re pretty sure you can find the misplaced wrench that you need, but you just don’t have enough time you need it now! Many of us will run to the store and buy the same tool again rather than delay a project further by tearing the house upside down. By staying organized, you’ll have less reason for an impulsive purchase based on a tight deadline. The costs of organizing are minimal compared to the potential unnecessary spending!
It’s easier to concentrate when you can find the tool or instrument you need to complete the task! Why spend time trying to remember where you put it when you could just be using it? The alternative is to lose precious time searching and re-focusing to get back on task. Having what you need at hand exactly when you need it allows you to strike while the iron is still hot and accomplish far more with less distractions.
It’s Murphy’s Law: Anything that can go wrong, will go wrong and in the case of storage, things will always go missing when you need them most. Whether you spend 30 seconds or three hours looking for something, you take on added stress and negativity around the need to locate the item by a certain time.
-Higher Quality of Life
How does putting your shoes back in the closet or keeping your desk neat and tidy contribute to you living a better life? While no single act will change your life, getting organized has many benefits. The previous reasons of less stress, increased money, focus and time added up over the course of several years can definitely impact your quality of life.
Janice Perez wrote about an article how Japanese companies innovated a productivity philosophy called “5S,” which stands for five Japanese words that refer to a methodology not only for cleaning, but for business. The 5S methodology is all about eliminating waste, speeding up daily tasks, and improving the quality of the workplace. You can use the 5S methodology to help you organize your tasks at the end of every working day.
1.) Seiri (Sorting)
Go through everything in your workplace. Check your shelves, desks, and even the file structures in your office computer. Keep only the items you need at work, and discard or store everything else. Sorting and storing reduces the time you spend looking for a particular pencil, a notepad, or a certain file on your computer, which means that you can devote more time to work.
2.) Seiton (Set in Order)
“Set in order” means that there’s a place for everything, and everything should be in its place. After a day of work, take the time to see if your writing materials, tools, notes, and files are in their correct and proper order. It also means that you can improve the work flow for the next working day.
3.) Seiso (Sweeping)
At the end of each working day, take the time to clean up after your office space. Clean up after any mess you make. Not only should you do this out of courtesy, but “seiso” also means that you know the exact place of everything you need for work. It also means that when you enter a clean office, you should work and leave in a clean office.
4.) Seiketsu (Standardizing)
Almost every company has a standardized manual on company behavior and workplace cleanliness. If your company assigns cleaning tasks, you should know exactly what you should do and stick with that role for the particular task.
5.) Shitsuke (Sustaining)
A systematic and productive workplace is not a one-day-affair just because the boss or some prospective clients are around. Sustaining your cleaning tasks is important to improve productivity and increase employee satisfaction. Remember that if you cannot sustain 5S, you have to start over.
The 5S system may sound simple, but it demands dedication and commitment. With 5S, you can be sure to complete your office cleaning tasks in no time.