Office supplies organization storage

15 Best Organizing Tips For Office Organization and Getting More Done

Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

  • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
  • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
  • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

That’s why I would share 10 good habits to have to be more successful in life.

1. Begin Your Day with Meditation

I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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2. Be Grateful for What You Have

Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,

“I say one thing I’m grateful for each day when I sit down to eat dinner.”

3. Smile

Can you pause and smile before you continue reading this?

Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.

Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

Can you smile again?

4. Start Your Day with a Healthy Breakfast

Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.

If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

5. Exercise Daily

One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule. He said,

‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

6. Manage Your Time as You Manage Your Finance

Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

So how do you manage your time effectively?

Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

“I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

And this is Dorsey’s weekly theme:

  • Monday – Management
  • Tuesdays – Product
  • Wednesday – Marketing and growth
  • Thursdays – Developers and partnerships
  • Fridays – Culture and recruiting
  • Saturdays – Taking off
  • Sundays – Reflection, feedback, strategy, and preparing for Monday

No wonder he was able to run two companies when others were struggling with one job.

7. Set Daily Goals with Intentions

Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,

“What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

Be intentional about your daily goals!

8. Seek Inspiration

It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,

“The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

9. Save Steadily, Invest with All Prudence

I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.

However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

10. Budget and Track Your Spendings

Benjamin Franklin warned of taking the precaution of little expenses. He said,

“A small leak sinks a great ship.”

It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

The Bottom Line

Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

More About Habits

  • 16 Everyday Habits of Highly Productive People
  • 13 Bad Habits You Need to Quit Right Away
  • 11 Important Things to Remember When Changing Habits

Featured photo credit: Andrijana Bozic via unsplash.com

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Reference

^ James Clear: Gratitude Habit
^ APS: The Psychological Study of Smile
^ NPD: 31 Million U.S. Consumers Skip Breakfast Each Day, Reports NPD
^ Product Hunt: Jack Dorsey’s Comment
^ Forbes: The Jack Dorsey Productivity Secret That Enables Him To Run Two Companies At Once
^ Forbes: The Most Successful People Don’t Set Goals — They Do This Instead
^ CNBC: Author who studies self-made billionaires: 9 things that motivate the ultra-rich to succeed
^ CNBC: A $1,000 emergency would push many Americans into debt

There seems to be an app for everything these days: ordering food, purchasing services, staying fit – computers can take care of it all now! The same holds true in the workplace. There are robots whirring about supplying office envelopes, staples and even printer toner.

But you’re an office manager and a human one at that (hopefully); figuring out how to organize office supplies is no job for some robot. So to aid you in your job, we here at Quill want to offer you some quick steps for office supply organization.

Get the Right Office Supplier & Supplies

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Buying office supplies online is as easy as a click of a button in today’s digital world, and choosing the right place and the right inventory for your office needs is crucial. You’ll save yourself and everyone who relies on you a lot of headaches if you choose right the first time. But before you start organizing, you need to make sure you have the right stuff to organize!

When considering what you need for your space, there are a few things to consider:

  • How many employees does your company have?
  • What sort of supplies does your workplace most use?
  • When looking at employees’ desks, is there anything else you should be considering?
  • Are there multiple office locations to consider?
  • Is there something unique about your office culture that needs to be reflected?

We recommend answering these questions and then making a simple list of all essential items for the office (or offices). Without answering them, you won’t know how much printer ink and toner to buy, for example, or whether or not that beer fridge will fit into your office environment.

Next you need to create a system to manage the inventory and automate what parts of the purchase cycle you can. Pay close attention to which items are used up the quickest to figure out if you need more/less next time. Once all of these margins are determined, you can set up automatic reordering to save you time to make sure you stay on top of the rest – like setting up that ergonomic office system for a more modern, cutting edge space.

Office Supply Closet Management

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You can have all of the right supplies and have the re-stocking of everything on auto-pilot, but that doesn’t matter if there isn’t an organization system in place. There are a few ways you can take care of this.

Choose the Right Space – Find the closet(s) you’ll be using to store your office goods. When answering the questions above, you’ll know how many of each item you’ll need to purchase – this will help determine how big a space you need. If you’re company is large, you might need a storage room rather than a closet.

Organize the Space – After you know where you’re keeping everything, you need to make sure everything is in order. Keep the most commonly used items in plain view and place less frequently utilized materials closer to the back of the space. There should also be logical groupings of items – all things for desktops can be put in one spot, while anything related to the conference rooms can be grouped in another area.

Storage – Once everything has its own spot, you need to figure out how to store it all. Storage bins, boxes, and other closet storage organizers can be used to solve this matter.

Additional Space – In some cases, it might make sense to store some of your office supplies near to where they’ll be used. For example, anything related to the café (cups, plates, silverware) should be kept in drawers and cabinets in that café area. Or, anything related to printing can be kept next to designated printers. If it makes sense, you can also get additional utility closets for microcosms of office supplies organized throughout the workplace.

In the end, you’re the one who has to keep track of what you have, what your unique office space will require, and what you’re going to personally need amid a flurry of day-to-day fires that you and only you can put out. We’ve even put together a helpful list of office and workplace blogs to help you out!

Personal Finance

In the office, your desk is your command center. And experts said how well it’s organized can help set the tone and productivity level at work.

“Surveys show the average person loses an hour a day to disorganization,” said Lisa Zaslow, a professional organizer in New York City. “It takes much less time to get and stayed organized. Think about how frantic and stressed you are when you can’t find something.”

Here’s how experts suggest organizing your desk for maximum efficiency and productivity:

Get your layout right. Your monitor should be in front of you at eye-level and about 17-inches from your body, according to Zaslow.

Put frequently-used items, like the phone or supplies, on your dominant side to avoid having to reach across.

Mind your office supplies. Supplies used every day can go on the desk. Items used a couple times a week should go in a drawer under or to the side of a desk.

“Getting up even just once a day for a pencil or paper clip is shutting your brain off a project you are working on and you will have to come back and re-center,” said Amy Trager, a professional organizer in Chicago.

It’s also best to group like items together. “All your office supplies should be kept together, not split up in multiple drawers,” said Andrew Mellen, a professional organizer.

More Tips: You’re organizing your closet all wrong

Go easy on reminders. When it comes to sticky notes, moderation is key.

Framing your monitor with notes isn’t the most effective. “They’ve lost their usefulness at that point,” said Trager. Use them for important short-term reminders.

Don’t go overboard with personal knick-knacks. Maintaining work-life balance is hard, especially on your desk. Family pictures, vacation souvenirs and other trinkets can provide positive feelings during the work day, but too many mementos can be a distraction.

“Our eyes pull every single thing in front of us and our brain processes it — even if we don’t realize it,” explained Zaslow. A desk full of stuff means “that is a lot of work and editing for you.”

She recommended keeping no more than three personal items on a desk.

Control your inbox. E-mail is a convenient way to communicate, but it can also be a major distraction.

If it becomes too much of a distraction, Trager recommended designating certain time periods throughout the day to check and respond to email. “The rest of the time is for work.”

Also, don’t be afraid to disable the pop-up notices of new mail if it interrupts work flow.

Related: Can’t get any work done? Blame your noisy, crowded office

Embrace white space. Keep a paper-sized free space to your dominant side as a designated work space to make it easier to review or sign documents.

Prioritize your work flow. Only keep relevant and active projects and documents on your desk.

When work gets backed up, it’s easy to get overwhelmed and stall productivity, so here’s how Trager recommended grouping projects to prioritize:

1) Important and urgent

2) Urgent, but not necessarily important

3) Important, without urgency

4) Non-urgent, and not important

She added vertical file holders help avoid stacking folders on top of each other and overlooking the ones not on top.

Reassess frequently. Keeping a desk organized requires frequent upkeep and assessments, so be sure to take a weekly scan of your desk to make sure everything still deserves a spot on your work space.

“People don’t even seen , it has an impact but they are de-sensitized to it,” said Mellen.

CNNMoney (New York) First published January 30, 2015: 10:56 AM ET

Rumours of the death of letter writing have been greatly exaggerated. We might not be writing witty missives à la Jane Austen, but many of us still send cards and letters on good old-fashioned paper. This primer on organizing stationery, greeting cards and addresses, and keeping track of birthdays and anniversaries, makes staying connected to friends and family easy.
Create a kit
A timely handwritten note penned on exquisite paper expresses thoughtfulness in a way an e-mail simply can’t. And an organized stationery kit is a pleasure to create and makes a great gift, too. Possible containers range from a sturdy, lidded storage box to a stylish tabletop chest. Equip the kit with fine-quality blank paper and matching envelopes, single and boxed sets of blank notecards (save space by discarding boxes and tying sets with ribbons), stamps, a pen, address labels and an address book.
Send cards
Scanning the leftovers in the card section of the pharmacy en route to an event isn’t the best way to find meaningful cards. The solution is to buy in advance, and to do that you need a system that includes reminding yourself of an event in advance, organizing and storing cards, and then sending them.
The best system I know of is a greeting card binder or accordion file, which satisfies the first two steps. Create a computerized list of important dates and print on separate sheets by month. Use dividers to create monthly sections in the binder, or mark sections of the accordion file; place list in appropriate spots. Buy and store cards using multisheet sheet protectors. Include a section at the back for blank cards and additional birthday, get well, thank you and sympathy cards. Check next month’s list at the end of the current month to ensure you have cards for upcoming occasions. If you use a computer or personal digital assistant, program the personal calendar system to remind you of important dates.

Image courtesy of In a Card on Etsy.

File addresses
Although computers and PDAs are the technology of choice for many of us when it comes to storing addresses and phone numbers, every household can benefit from a card system like a Rolodex, too. Technology can fail, and without a backup or printout you’ll be stuck re-entering info. Also, looking up a phone number on the computer or on a PDA can be more tedious when you’re in a rush, while it’s fast and easy to file business cards from household contacts like plumbers and electricians in a card system. On the flip side, if you’re even a little computer-savvy, having contacts on a computer or PDA is handy for sending mass e-vites (electronic invitations), e-cards and notices (like a change of address) to customized contact lists. A PDA is also a convenient tool if you’re on the go or travel frequently. In the end, it’s about choosing the system that’s best for your life and organizing style.
Storing cards
According to research done by Hallmark Cards, nearly 90 per cent of mothers keep some of the Mother’s Day cards they receive, and nearly half of those keep their cards in a dedicated spot, like a scrapbook or album. But if you don’t even have time to put your favourite photos in an album, you’ll need a simpler system for cards. The easiest method is another storage box (preferably one that coordinates with your stationery box and is stackable). Sort cards by occasion or year, and tie with ribbon. An accordion file separated into years or events also works well. Consider keeping only those cards that hold sentimental value so you can minimize the storage space you need.

Image courtesy of Rag & Bone Bindery

9 Basic Office Supplies Every Business Needs

As a small business grows into a bigger office space, it’s time to celebrate — and to think about the office supplies, furniture and other essentials you need to keep your business running as smoothly as possible.

Take a look at this list of essentials:

1. Desk Supplies

Start with the real basics. We’re talking pens, tape, highlighters, paper clips, scissors, a trash can, etc. — all the various things you take for granted. They will enable you to take notes, be creative and go about your normal daily business.

2. Technology

Sure, you can balance your bank account right from your phone, but if you use any kind of proprietary software or perform more advanced tasks, you’ll need a computer. In addition to greater functionality, you can store important documents and back up your mobile devices. While you’re at it, don’t forget a printer and a wireless router to keep all your devices connected — with each other and to the internet.

3. Apps & Software

Regardless of your device, you’re going to need software and/or a few apps to help you manage your business, and handle tasks like tracking customer payments or client invoices, scheduling appointments, maintaining a website or blog, monitoring your social media presence and doing your taxes.

4. Paper

Stock up on notebooks, notepads, sticky notes and paper for your printer and copier. (And make sure your printer and copier have plenty of ink and toner so your pages don’t stay blank and you’re never in a lurch before a major presentation.)

5. Organization Supplies

Staying organized is essential, so have a stapler and binder clips handy to keep your various documents and printouts together. Add some folders — both regular file folders and the hanging kind — so you don’t lose important paperwork, such as personnel files or legal documents.

6. Office Furniture & Storage

Is your office chair comfortable? Does your desk provide enough room for you to work efficiently? Where will you file away your folders? Having the right furniture and storage cabinets can eliminate distractions and help you get organized.

7. Stationery & Mailing Supplies

You’ll need envelopes and paper to send out those invoices, paychecks or payments, promotional offers and other documents, so make sure you have enough to fit your needs. Stock up postage, too.

8. Time Tracking & Planning

The busier you get, the more important time management becomes. Getting a calendar or planner to hang on your wall or keep on your desk can help reinforce any digital calendar tool you use, and give you space to make additional notes about to-dos.

9. Supplies for Hanging

Never underestimate the usefulness of a bulletin board for hanging reminders and calendars to keep you on task, as well as photos and art to inspire you. Don’t forget the pushpins or thumbtacks, either.

It’s All about Building a Foundation

It doesn’t matter if you’re an accountant, a plumber or a florist — some office supplies are used by everyone. Start with this list as your foundation and keep on growing from there.

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Keep Office Supplies Stocked Up and Stowed Away With Smart Storage Solutions

Do you have an overflowing supply closet or find yourself spending 20 minutes searching just to locate a spare stapler? These are symptoms of a lack of office organization, which can cause stress and frustration. Fortunately, there is a cure: smart storage solutions for all your office supplies. Learn how to organize everything, from the pens you use every day to spare stacks of printer paper, so your office supplies are on hand whenever you need them.

Use Color Storage

Want to keep your office looking sleek and organized without having to hide extra notepads and staplers? The trick to office organization is to keep supplies out of sight in color-coded storage bins. Think green for paper supplies, blue for stocked-up staples and pens, and red for printing supplies. You can also match a color scheme with different shades of one main color, such as aqua, teal and navy blue for a blue-themed office. Opt for a host of smaller bins rather than one large one, for easy browsing. Next, add some labels to separate item categories within a single shade. Place the bins neatly along shelving units, with high-traffic bins at eye to waist level for easy access.

Convenient Storage

If you keep boxes of pencils or stacks of printer paper in the back of a messy storage room, you have to make a trip each time you run out of office essentials. Save time and effort by stocking these supplies in vertical office cabinets. Tall, narrow cabinets save space in a small office, making it easier to organize. You can also purchase a low cabinet with a top that doubles as an extra work space. Store supplies in original boxes and packages to keep things neat, or use storage baskets inside the cabinet for organizing smaller items. Make sure all supplies are visible by placing taller items in the back to avoid an impromptu game of hide-and-seek every time you run out of envelopes.

Use Desk Drawer Organizers

Your desk drawers provide accessible storage for frequently used office supplies. Unfortunately, random items often find their way into drawers, shift and move around. Now a convenient space becomes a cluttered mess. Keep your office supplies neat and clean with drawer organizers made of fabric, plastic or metal. Use them for stashing paper clips, erasers, pens, rubber bands and other small items. If your office supplies use the same drawer space as documents, purchase a smaller desk organizer that takes up only a small portion of the drawer.

Create Clutter-Free Work Space

Your desk is a primary spot for office clutter., and this can negatively impact your productivity. Use multi-tiered desktop organizers designed with spaces for small papers, scissors, pens and other essentials to keep your desk neat and your supplies organized. A carousel organizer is another smart option to store tons of supplies within arm’s reach. Keep these organizers at the side or back of a desk to maximize your work space, and use them to store only the essentials you use several times a day. Everything else can be stored in desk drawer organizers.

Don’t forget to label your office storage solutions to cut down on the time you spend item hunting for what you need. Wherever possible, keep every bin and organizer within view of your desk. And, at the end of the day, once they’re put back where they belong, you’ll start the next day better organized.