Have you ever wondered how to organize your office to increase efficiency and well-being?
Desk organization might seem like a daunting task, especially when clutter has built up over time.
Yet, it’s possible to transform this space into a pleasant and functional work area by following a few simple steps.
In this article, I offer a step-by-step guide to organize your office using advice from scientific references.
According to a study by Princeton University, a cluttered environment can hinder concentration and productivity (McMains & Kastner, 2011).
Thus, a well-organized desk can help you be more efficient in your work.
7 steps to organize your desk
Step 1: Declutter and eliminate the superfluous
First, it’s essential to take the time to sort through the items cluttering your desk.
Throw away or recycle unnecessary papers, pens that no longer work, and other office supplies that you no longer use.
Keep only what is essential for your work and store personal items in a drawer or a dedicated space.
Decluttering is an important step to reduce stress related to the disorder and to facilitate the finding of objects and documents you need (Vohs & al., 2013).
Step 2: Organize documents and folders
Once decluttered, it’s time to tackle the organization of documents and folders.
If you work with paper documents, consider using binders and dividers to organize them by category or project.
For digital documents, create folders on your computer and classify your files logically.
According to a study by the University of California, we spend an average of 11 hours per week searching for information (Whittaker, 2011).
A good organization of documents can therefore save you valuable time.
Step 3: Adopt a functional storage system
To prevent clutter from returning, it’s important to adopt a functional storage system.
Invest in storage solutions that suit your needs, such as magazine holders, storage boxes, or drawers.
Each item should have its place, which will make it easier to keep your desk tidy.
A study conducted by the University of Arizona showed that using efficient storage systems can reduce distractions and improve concentration (Nejati & al., 2017).
Step 4: Optimize workspace
Now that your desk is cleared of superfluous items, it’s time to optimize the workspace to make it as ergonomic as possible.
Place your computer screen at a comfortable distance and at the right height to avoid eye and neck strain.
Also, adjust the height of your chair so that your feet rest flat on the floor and your elbows are at a right angle when typing on your keyboard.
A study by Cornell University showed that adopting an ergonomic posture at work can reduce the risk of musculoskeletal disorders and increase productivity (Hedge & Ray 2004).
Consider investing in ergonomic furniture to improve your comfort and efficiency at work.
Step 5: Personalize your workspace
Organizing your desk doesn’t mean it has to be impersonal. On the contrary, it’s important to personalize your workspace so it matches your style and motivates you.
Add personal touches, such as photos of your loved ones, green plants, or items that inspire you.
Research conducted by the University of Exeter has shown that personalizing the workspace can increase job satisfaction and productivity (Knight & Haslam, 2010).
So don’t hesitate to decorate your desk according to your tastes and needs.
Step 6: Maintain order daily
Once your desk is organized, the goal is to maintain this order on a daily basis.
Take a few minutes at the end of each workday to tidy up documents and items that have been used.
This will allow you to start each day in a clean and orderly workspace, conducive to concentration and productivity.
A study published in the Journal of Applied Psychology found that the cleanliness and order of the office have a positive impact on job satisfaction and the perception of the organization (Becker & al., 1983).
Step 7: Evaluate and adjust regularly
Finally, it’s important to regularly assess the effectiveness of your organization and adjust as necessary.
Every few months, take the time to reflect on what works well and what could be improved.
Maybe a new project requires the creation of a new folder, or you need more storage space for your supplies.
Research conducted by the University of Oregon suggests that periodic evaluation and adjustment of desk organization can contribute to better adaptation to changes and greater flexibility at work (Sundstrom & al., 1982).
Practical guide to items for organizing your desk
Here is a practical guide to help you better organize your desk by investing in useful and functional items:
Desk organizer: Opt for a multifunctional holder to store your office supplies such as pens, pencils, scissors, and paper clips.
Binders: Use binders to sort and organize your important documents.
Letter tray: Sort and organize your incoming and outgoing documents with a letter tray.
Storage boxes: Store your small items and office supplies in storage boxes.
Magazine holders: Sort and organize your magazines, brochures, and catalogs with magazine holders.
Laptop or monitor stand: Elevate your screen to an ergonomic level and create additional storage space with a suitable stand.
Footrest: Improve your posture and comfort by installing a footrest under your desk.
Desk lamp: Ensure optimal lighting for your tasks using a suitable desk lamp.
Whiteboard or cork board: Jot down your ideas, reminders, and goals, or display important visual elements on a whiteboard or cork board.
Cable manager: Organize and conceal your cables and electrical wires with a cable management system.
Mouse pad with wrist support: Provide yourself with better comfort when using your mouse by choosing a mouse pad with wrist support.
Indoor plants: Add a touch of color and improve the air quality in your workspace with indoor plants.
Wall clock or desk clock: Keep an eye on the time and manage your time efficiently with a wall or desk clock.
Wall shelves or modular shelves: Optimize vertical storage space and keep your items within reach by installing wall or modular shelves.
Ergonomic chair: Improve your posture and reduce strain and pain associated with sitting by investing in an ergonomic chair.
What are the best time management apps?
There are numerous apps for managing time because each app meets different needs, which is why I’ve written a complete article on this topic. Discover now the best apps for managing time.
Conclusion on how to organize your desk
By following these tips and investing in these items, you can create a more organized, comfortable, and functional work environment, which can enhance your productivity and overall well-being.
If you are looking for tools to improve your time management skills, I recommend you read my article on the best time management apps.
If you want to take advantage of the expertise of a time management coach, write to us now using our contact form or call us by phone or on WhatsApp at +33 6 69 46 03 79.
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Our clients, such as Livia Berthault and Farid Rezgui, testify to the effectiveness of our coaching sessions in time management and organization.
Livia, who lives abroad, not only gained in organization and self-confidence thanks to our pragmatic approach but also appreciated the flexibility of our remote sessions in French.
Farid, an IT professional, benefited from our ability to listen, analyze, and adapt our work to his specific challenges, which significantly improved his organization at work.
These testimonials illustrate our commitment to helping each client overcome their personal and professional challenges.
If you are ready to transform your time management and organization, contact us today. We look forward to helping you achieve your goals.
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