How to organize your workspace and time in the office
Work And Study / / December 25, 2019
D. CarnegieEverything starts from the workplace.
The work begins from the workplace and his organization. Of course there are exceptions in the form of creative and unique personalities, for whom the issue is not so important. But even they have their own system of creative disorder, though they do not recognize. Most people work for regular tables in the conventional office space, and the following tips are meant for them.
Desktop
Proper working environment sets the mind on the right rhythm. You do not keep your house a mess, and you know where that is. Similarly, in the workplace: everything should be in their placesAnd anything extra that might distract from the main task.
How it all started when only come to work? With a desktop. And there are usually piles of papers scattered stationery, mugs, some useless suvenirka and dust on the computer. And what is the internal state of such jobs? Unassembled. You are so, of course, will not be considered, but the subconscious has already decided everything. What about reality, such as you. A consciousness of this idea has picked up, and your spirit is already no.
Constantly keep your desktop in order. Start the day with a wipe dust, adjust the lighting, make a note of useful information on the stickers, wash your cup of coffee, fill your the calendar - set yourself a working mood. These simple steps will give energy for the subsequent work.
The ideal workplace - a tool for work, comfortable lighting, necessary stationery and simple furniture for the employee.
How to work: standing or sitting? You decide. I believe that sitting better, but be sure to take a break: walk, do small workout, Breathe fresh air, to rise to 2-3 floors upstairs. My mode of operation: 45 minutes - a task without interruption, the 15-minute break, then 1:00 of continuous operation and 15 minutes of rest. So built workday.
Do not forget about your own locker or the archive, because every employee is always accumulates his own personal file or paper file. Also, in a locker to store personal things that do not want to flaunt. Each shelf and cabinet must fulfill their function and do not overlap with other elements. So it will be easier to work with documents and various accessories.
Electronic document management
make backups their developments, documents, projects, service information stored on your computer and send them to the company's server, or the cloud.
How much effort and nerves people spend because of lost information! Computer crashed, hung, someone accidentally deleted important data. Do not repeat their mistake and make backups. Do not let circumstances control you and your work.
Do not install unnecessary applications, most of the necessary operations are executed in standard software packages. If you are fluent in a certain tool for the job, ask for guidance or IT-department of its installation, giving reason for its effective work in it.
Another simple tip: try to stick to its electronic space for something one. If you enjoy the services of "Yandex", choose them if Google services - work with them. You'll know all the strengths and weaknesses of the tools, and will also be able to quickly set up your system to a new location. Not always a race for fresh programs justified.
On the workstation, create your personal simple electronic hierarchy. You should as soon as possible to find all your old document. This is especially important when you are required to immediately decide something and you forget where this information is stored.
All the most important documents are scanned. Many workers conflicts between divisions arise due to some lost important papers.
Planning
Have you noticed that the work sometimes turns to mush: a lot of tasks, conversations, meetings, checking papers. And you're in the steep endlessly. It seems to work, but it can hardly be called work. Behind it all can not see the overall picture of what is happening, and it's one of the problems of modern performance: actions have results, too, but they are not very visible in the routine.
To this was not, it needs to be task plan and activities for the day, week or even a month.
Most uses notebooks or diaries. Yes, it is good, but the paper - "RAM", the whole turnover is stored in it, but the basic information is lost in the abundance of pages. Notebook or diary - it is an archaic way of planning. In the diary you can not see the whole picture of the events, not realizing when it is better to do one thing, but when the other, and will also be able to miss any important event. There is no way to pull the necessary data and carry out a comprehensive analysis. Imagine how much to leaf through the pages to match the information you need.
Now there are many applications and online services for the organization of their working time. Believe me, this needs to be addressed if you want to be productive regardless of the situation and mood. To-do-list today - it's all for the efficient tasks and time management.
I use the system in the context of planning environment Outlook Gleb Archangel. What I like about her: the simplicity and effectiveness of the tool, familiar application, a calendar combining, tasks and e-mail in a single information space, integration with office applications. This planning system can train any employee for a short time.
Here are some tips for the organization of working time:
- Plan flexible in the context rather than a hard-bound at the time.
- Learn to understand that the most important and what is not.
- It is easy to part with minor chores.
- Appreciate quality conducted time, rather than taking the time itself.
- Say to yourself and others "no" when you need it.
- Start the day with difficult and unpleasant tasks.
- When do you plan to work tasks and projects, put them deadlines.
Powerful psychological technique - is expunged, or finished task put in front of it a tick. This will give you an additional internal energy to achieve great results. You will see that everything is not in vain.
Work with e-mail
How to organize the work with e-mail?
Firstly, it is necessary to set the time to work with it to reduce the number of interrupts. This is best done in the morning hours, when the tasks begin to form, and in the afternoon, when it is necessary to check how things are going.
Secondly, the ambiguity of the letter it is not necessary to respond immediately. You need to think things through: treatment, building response, for more information. Try to do so that subjectivity is as small as possible. Forget about a quick response, all accustomed to doing in social networks.
Third, do not overload the text of a letter of information that is understandable only to the sender. Try to answer briefly and succinctly, weighing every word. In this digital age, it is very important: nobody wants to wade through a unique conclusions.
And finally, do not forget about etiquette: address to the recipient, style of writing, information on the case, contact data. Learn compiling letters, analysis of what is written, and the rules of treatment.
additional instrument
What else helps make the work more efficient, so it's whiteboard. An indispensable tool, especially when the department comes brainstorm or solutions to serious problems with intermediate stages.
In my professional activities of the board was a fixture of the working environment. It is useful from the point of view of saving paper. You will not believe how much is spent on explanation sheets their ideas and solutions.
Through visual thinking (it is at all) people can jointly draw on the whiteboard, explaining their thoughts and offer the best solution to the problem. Everybody can see everything and understand.
I'd add that my work music helps. It has a positive effect on my performance, especially when you have to work with monotonous tasks on your computer or to register a large set of documents. And in general is good to start the morning with a positive music. But do not include it all, remember: you're not alone, someone will only interfere with the music.
And what additional tools you are using in your work?