10 Essential Tips for Being More Organised at Work
Being organised at work is crucial for productivity, effectiveness and reducing stress. When you’re on top of your tasks, projects and schedule, you’re able to focus your energy where it matters, avoid last-minute rushes and downtime, and demonstrate professionalism to colleagues. It also leads to better performance outcomes and well-being for both individuals and teams. By implementing simple structures and routines, you can take control of your time and focus.
1.Take Purposeful Meeting Notes
Meetings are prime opportunities for collaboration – but they can also easily turn into time-sucks. Stay productive by taking purposeful notes focused on decisions, action items and next steps using a meeting notes template or app.
Avoid verbatim transcripts. Summarise key discussion points and capture important details like deadlines, owner assignments and dependencies to projects or stakeholders. Notes help crystallise meeting outcomes and align everyone’s understanding of what was agreed.
2.Use a Planner
A simple yet powerful way to get organised is to use a planner. Whether you prefer a paper planner or calendar app like Google Calendar, Outlook, or Apple Calendar, schedule all your meetings, deadlines, tasks and personal appointments in one place. Keep your planner open on your desk for quick reference, and take a moment each morning to review the day ahead.
Synchronise your planner with colleagues so you’re on the same page about meetings and project timelines. Having all your commitments mapped out makes it much easier to prioritise your time and focus.
3.Make To-Do Lists
Complement your planner with detailed, prioritised to-do lists. For each day or week, list the specific tasks you need to complete, ranking them by importance and urgency. Break larger projects down into smaller action steps.
Ticking off items provides a satisfying sense of progress. Review and update your list at the end of each day to stay on top. Consider using productivity tools like Trello, Asana or Microsoft To-Do for digital task management.
4.Organise Your Email
Email organisation is an important piece of the productivity puzzle. Start by unsubscribing from unnecessary mailing lists and newsletters. Use folders to categorise messages by project, priority or sender.
Aim to process emails just a few times per day. And don’t use your inbox as a to-do list – starred messages will just contribute to inbox clutter over time.
5.Declutter and Clean
Physical clutter negatively impacts focus and efficiency. Make time each week to declutter, organise and clean your workspace. File away loose paperwork, remove unnecessary items and tidy desk surfaces.
Add functional storage like filing cabinets, trays, boxes and stationery organisers so everything has a designated home. A tidy space helps you find what you need quickly.
6.Keep Supplies Stocked
Disorganisation often stems from frustration when you can’t find a basic item like a pen or sticky notes. Avoid this by maintaining well-stocked supplies like stationery, batteries and printer paper.
Regularly tidy and replenish shared work areas, too. A little preparation goes a long way in boosting productivity and collaboration.
7.Manage Your Availability
Proactively manage your availability to protect your time for focused work. Block your calendar for priorities like large projects or creative tasks that require extended concentration.
Let others know the best ways and times to contact you, and set email and notifications to mute when you need undivided attention. Say no to unnecessary meetings and obligations.
8.Build Routines
Embedding positive routines into your day also promotes organisation by helping you efficiently handle repetitive tasks. For example, start each morning by reviewing your planner and to-do list while drinking your coffee.
Use your commute time or lunch break to return calls and emails. Maintaining consistent routines minimises time and mental energy spent deciding what to do next.
9.Optimise Filing Systems
Speaking of filing systems, avoid “filing failures” by implementing clear, consistent protocols. Establish intuitive file names, folder structures and categorisation rules. Purge obsolete paperwork and save important documents digitally via cloud storage.
10.Prioritise Self-Care
Finally, make sure organisation isn’t coming at the expense of your mental health. While structures and routines help, don’t become so regimented that work stops feeling meaningful. Make downtime a priority and avoid burnout. Take regular breaks during the workday to stretch, hydrate, and clear your mind. You may also want to adjust your routine if it is causing significant stress or burnout. On top of this, if you work on a computer for long periods, protect your eyes by following the 20-20-20 rule – every 20 minutes, look away at something 20 feet away for 20 seconds.
Implementing simple organisational structures and routines, like the ones above, allows you to effectively control your time, focus your energy, and improve productivity. Start with one or two of these practical tips. You’ll soon notice the benefits in your workflow, collaboration, and job satisfaction. With more organisation, you can achieve your goals and minimise stress.
