Reduce Office Clutter to Increase Productivity, Efficiency, and Profitability

According to the research,productivity and clutter are directly related to each other. When the clutter increases, the productivity as well as the profit decreases.If you will gather heaps of paper and will not manage the things properly, it is very evident that the efficiency and productivity will start disappearing.

According to the National Association of Professional Organizations, the biggest problem that leads the businesses to disorganization is the paper cluttering. The studies have shown that about 4.3 hours are wasted each week by the average person in search for the papers. This does not only wastes time but also reduces the concentration on work. Moreover, it also increases stress and reducescreative thinking. Even the executives also lose one hour of their day in searching for the paper documents. According to the Small Business Administration, the small businesses could not provide the services to their customers on time because of the paperwork that is not handled properly.

Therefore, the clutter adds the stress daily and the companies cannot focus on their goals. According to the statistics, around 75 percent or more of all physician visits are related to stress and anxiety. So, by reducing the clutter and mismanagement you will not only increase the efficiency and effectiveness but it will also help in improving your mental health and will decrease the medical expenses.

Benefits of uncluttering

No matter if you are working in a multinational company or you have a one-person office, if the things are organized properly then you can reap many benefits. Here we have jotted down some benefits of uncluttering.

• Increases the productivity and profitability at work
• Keep the information confidential and secure that is an important requirement
• Reduce stress and frustration
• Reduce different workplace accidents
• Save a lot of time which improves effectiveness and efficiency

Hence, organizing the files properly provides great benefits. But for the uncluttering process, you do not just need a filing system but a good information management system is required. At offices, the information adds on daily basis from different sources like emails, courier services, cell phones etc. This information must be organized properly so that it can be used easily at later stages.

Nowadays, the best way to store the information is to use the PDF format. You can store all your files into a digital format and PDF is the best option amongst all. By storing the files digitally, you will not require the filing cabinets and will also reduce the usage of paper at the office which will increase the profitability. Moreover, if the files are stored in PDF format then you can search the documents within seconds without wasting time. PDF files are very compact in size; hence the space issues can also be solved by using this file format at work. You can scan all your paper documents and can save them in PDF format. Even if you have got the files in any other format like MS Excel then the best solution is to use an Online Excel to PDF Converter and convert the files into PDF format for easy access and storage.

Nowadays, all well-established organizations use PDF format for archiving purposes. You can store the files for along time in PDF without getting worried about the issues like fraying of paper.

Security is the top most requirements of most of the organizations as the files usually contain the confidential information. The PDF format is more secure as compared to other file formats. It is a read-only format which cannot be altered without leaving a footprint. Furthermore, you can also password protect the PDF files so that only the authentic users can get access to the files.

Set up an information management system:

Here we have given some steps that can help you in setting up an efficient information management system.

• Organize and manage the information on a weekly basis. Set a time each week for managing the files and follow the schedule properly.
• Do not leave the office without organizing your desk. 80% of your desktop must be visible. This will help in increasing productivity as you will not see the unorganized desk in the morning.
• Remove all the unnecessary things from your desk. You can place the less-used things in drawers and containers. This will decrease the workload and fatigue.
• Organize all the data in your computer. The best way is to store the files in PDF format. You can also convert your presentations into PDF format by using PPT to PDF converter.
• You can also make different folders in your computer such as you can keep the information related to new clients in one folder and the data of established clients in the other one so that the files can be searched easily at the time of need.
• Only keep the important files and delete the files that are of no use. Otherwise, the unnecessary files will hinder the work process.

Maintain Your Information Management System

After setting up an information management system, you must maintain it so that it runs smoothly without the loss of any information. Make it a part of your business environment by uncluttering the files on a daily or weekly basis. Moreover, the information management system can also help the colleagues in creating a collaborative environment.

For motivating your employees, you can also give rewards to those who keep things organized. You can also encourage the employees to place a creative item on their tables that will help them to release stress at work. This trend will help in creating a well-managed workplace which will not only increase the productivity and efficiency but will also help in increasing profitability.

Stress, anxiety, and mismanagement can lead to a huge loss. The organizations cannot flourish without practicing the proper management system. Hence, for reaping the benefits of your business, you must create a happier environment that is not possible without managing and uncluttering the things properly. We hope that this article will help you in keeping your things organized.

Shawn mike provides ghostwriting and copywriting services. He occasionally writes articles for Dynamologic Solutions.