Importance of Organization in an Office Setting

Instructor: Beth Hendricks

Beth holds a master's degree in integrated marketing communications, and has worked in journalism and marketing throughout her career.

Organization in an office setting can have a great impact on both employees and the business as a whole. In this lesson, you'll learn more about organizing the office space and why it's so important.

The Importance of Organization

Have you ever known someone you'd called 'ultra organized?' Organized Ora sorts and files her coupons, keeps her appointments neatly on a calendar, is never late to an appointment and her hair is always perfectly coiffed. And, then there's Disorganized Dora. Disorganized Dora can never find her purse or her wallet, frequently forgets important dates and reminders, loses track of vital papers and is, generally, a disheveled mess.

There's something to be said for the calm, cool, and collected nature of an organized person. They appear to have it all together, present a good first impression, have their stress levels under control, and appear confident and capable. The same is true of the spaces many of us occupy throughout the day: our office accommodations.

This is an example of a well-organized office.
An example of an orderly office

An office with appropriate organization, or an ordered or methodical way of doing things, can contribute to the well-being of both your employees and your business as a whole. It could be as simple as organizing all paper and office supplies in a storage closet, making certain the cleaning supplies are returned to a central location or placing important equipment such as photocopiers and fax machines in an easily-accessible spot.

Here are some benefits to considering keeping a neat and orderly office:

1. It keeps morale (or mental and emotional attitudes related to one's profession) high: An organized work-space can be the catalyst for an organized staff. Workers who take pride in their office are more likely to be personally organized at work, keep common areas clean and maintain tidy processes in their filing, correspondence and more. Those behaviors also can rub off from one employee to the next.

2. It exhibits a high degree of professionalism: Would you hire you if you walked into your office? Think about that. First impressions of a business are important in helping acquire customers and keeping them confident in your abilities. An organized office shows you take your work, and theirs, seriously.

3. It's good for safety and wellness: Unsafe work practices are sometimes all around us and we don't even realize it. A spill on the floor could cause someone to fall; old food left in a refrigerator could cause an employee to become ill. Clean spaces are safe spaces, and can also reduce stress and have a host of other positive health benefits.

4. It makes things more efficient: Working amid chaos can cause personal and business problems including stress, loss of productivity, loss of time and, ultimately, a loss of money. Creating an atmosphere that is efficient and structured expedites jobs and makes everyone happier and more productive.

Steps in Organizing

The art of organization is all about that last point in the previous section: efficiency. Imagine being able to go straight to the file you need, and find it. Pretend you're on the hunt for a particular part and you can go straight to the shelf where it's been catalog, and there it is. Organization across offices will vary based on the space you have, the processes you set up and the system you implement, but here are some best practices for starting the organization process.

1. Sort. Filing cabinet, shelving system and similar tools are useful in this step for helping papers and other items find a home, while you toss out the things you really don't need.

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