Expert Tips for an Efficient Office

Administrative assistants keep big offices organised, efficient, and tidy. However, most small businesses operate without the kind of administrative support available to large corporations. If you’ve recently made the transition from cramped cubicle to home office, you may find it helpful to take a glance at these pro tips provided by real administrative gurus.

File as you go. “I can’t tell you how much time this will save in the long term. We tell ourselves we’ll file later, but is there ever really a good time? Make filing an intuitive part of your routine—train yourself to do it automatically. If a client or partner calls or pops in, you’ll come off as calm and professional when you know exactly where everything is located.”

Single Home. “Every stapler, file, and pen should have one spot on your desk to reside, and it should always return there. Give all of your supplies a single home and you’ll never be caught off guard. Most people waste time and money hunting down and replacing elusive items.”

Virtually spotless. “Keep your virtual space as tidy as your physical space. Have standard places and formats for all of your virtual documents. Create new folders and subfolders when necessary and use them to your advantage. Clutter on your computer desktop is every bit as distracting and stress inducing as a three-dimensional mess.”

Plant a reminder. “My boss is especially untidy and it was always difficult to locate files and contacts in her messy office. For Christmas last year, I bought my boss a plant, hoping it would encourage her to nourish her workspace. Now, if she neglects to open the blinds, make proper space, and water the soil, the plant literally responds by wilting. It’s almost been a year and every time she sees that little thing start to droop she knows she needs to attend to her space. Trust me; an office plant is a canary in the coal mine for disarray.”

Start the day head on. “If there’s a task you’re dreading, putting it off will only allow your anxiety to fester. Begin each work day by jotting down the day’s toughest chore, then complete it and cross it out before making the rest of your To Do List. You’ll now have more energy (and less stress) with which to take on the workday.”