Organizing an Office | eBook | AudioBook

About this Book

Organizing an office, a hefty task yet has a beautiful outcome. An outcome that can be cherished, by both employees and the employer. The question being how the task can be done. It is usually the job of an interior designer to make the office look all happy and cheery than gloomy. This can also be done by the authorities by taking up a few steps that revolving around organizing an office.

The art of organizing an office is a subtle one. The rules for this art are pretty simple and enjoyable. It is to be understood that for every art to be a success, a planned procedure is to be followed. Dividing the task into a few simple steps always helps. Planning alone never works if one does not work on it.

The first step is to always have a detailed list as to what is required and what is not. Try to keep unimportant stuff to a minimum, the less, the better. Once the list is prepared, the second step is to gather more information and opinions. Never settle for one perspective, divide the work and use everyone’s opinions and choices to gather information on what a person would like so as to make him or her cheery at the office. Taking a feedback from employees always helps.

Third and the final step is to work the gathered information. That is, after the research, comes the development. Quickly go through the list that you have made, and make decisions to make all those things fall in line. Cleaning up everything and having a fresh start always helps or otherwise one can always go for just modifications of the office premises.

The third step can involve the following. Paper purging is a laborious task. Always have cautioned of the important papers. In this process, one has to thoroughly go through all the papers and take control of the clutter. After clearing the clutter, file all the papers in a color-coded system so that it is easy to find that particular file that is required. Allot different spaces for these files in the closet and label those sections. Even this makes finding files easier.

Only have all the necessary equipment in the office like printers, fax machines, etc. Remove the unnecessary clutter. Organizing a desktop includes, organizing the mails, the files, etc. Zoning the office can be vaguely described as dividing the office into areas like work stations for work, a playroom for refreshment, a cafeteria for food and beverages, a playground in the outside, etc. To receive emails, the office needs to have a mail station. Setup a mail station so as to have incoming emails, outgoing emails, emails with packages, mails without packages, whatever that makes it easy to segregate.

For the betterment of the employees and, for the outlook of the office, one can go for creating clubs in the office and sponsoring the clubs, cheering the employees to follow their interests. There could always be an art club, a cultural club, a social service club, and so many more clubs.

With the fast-growing world, there are more emails than conventional mails. One should always segregate and store these messages in the databases in a clear labeled order. This task can be done with people who have the skills to do so. Leaving this job in unprofessional hands can be a catastrophic because few emails have the bank statements and invoices, which are very important. Other than emails, there are documents in desktops that require setting up separate folders to be found easily. Always have passwords and hack-proof applications for the safety of the files.

Finally, the clean-up, the word just doesn’t refer to cleaning but improvising. It is recommended to have a clean-up of the office every six months so that things do not become messy. At the end of the day, this makes an employee feel safe, secure, and enthusiastic to work at the office.

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