5 TIPS TO STAY ORGANISED IN AN OFFICE SUPPORT ROLE

Anyone in an office support, administration, PA, or operations role knows that organisation is at the core of doing well. You can have a knack for organisation and enjoy keeping things neat, but we all know it’s not that simple.

Everyone aims to be organised, especially at the start of a new job or new week when everything feels fresh and clutter-free. However, reality sets in, deadlines approach, and you’re suddenly multitasking 5 different projects. Now your to-do list is abandoned, your desk is buried under piles of paper, and your laptop's desktop has 30 unnamed files.

So, how do you keep control and avoid forgetting tasks, missing deadlines, and losing important documents? Keep reading for some practical tips that will help you take control and focus on producing quality work.

IMPROVE YOUR TIME MANAGEMENT

It’s impossible to be organised in a work environment without time management. With regular deadlines and tasks that range from urgent to trivial, you can’t afford to not see time as a key factor. 

Getting your work done isn’t just about having a huge to-do list that you work through. It’s about being mindful of what to do and when to do it. For instance, most people would probably agree that starting that long-winded Excel spreadsheet just after lunch probably isn’t the wisest idea.

It’s also a good idea to:

  • Prioritise tasks based on their urgency and importance

  • Make the most of your calendar and alerts

  • Update your schedule to accommodate any changes or new priorities

CREATE AND KEEP A FILING SYSTEM

Emphasis on the word “keep”. 

You probably have a few folders that you planned to make use of… but using them properly only lasted a few weeks. Especially if you have a mix of physical and digital files, you must create a structured, effective filing system that works for you. 

But I know what you’re thinking – it takes a lot of time. The time that you could be using to do something more ‘productive’. But take this dilemma. Your boss asks you for a cluster of files from 2020 – 2022. She needs them before her client meeting at noon… but you haven’t filed them correctly… it’s 11 am. You’ve now got to frantically search through hundreds of files and date them all correctly in under an hour. 

Filing things properly may not seem necessary at the time, but eventually, it will.

Some tips for a good filing system include:

  • File things at least once a day: Don’t leave it in your downloads folder or on your desk catching dust because it’ll be more likely to get lost

  • Delete unnecessary files: Obviously, you need double check you’re not deleting something unimportant, but keeping every single file that gets sent your way only leaves clutter

  • Have a consistent method for naming files and folders: This’ll make it far easier to find similar files or identify dates

  • File related documents together – regardless of the type: it’s tempting to file all presentations, spreadsheets, and Word documents in their separate folders, but what if you have all the above for one project? It’s probably best to put them all together so it’s easier to find later.

It's also important to note that you need to find something that works for you. Create a system that is unique for you to ensure it’s memorable and easy to follow.

KEEP ON TOP OF YOUR EMAIL INBOX

This is probably something else that feels unnecessary but will become necessary at some point. Emails can quickly become a black hole of unread messages and forgotten tasks. Don’t be that person that always forgets to respond or quickly loses files sent through emails. 

Avoid embarrassment and stress by setting aside specific times throughout the day to check and respond to emails. 

If it helps, use folders and labels to categorize emails and prioritize important ones. Also, it’s probably a good idea to unsubscribe from unnecessary mailing lists and keep your notifications on at times. 

DELEGATE TO COLLEAGUES WHEN POSSIBLE

It’s okay that you can't do everything on your own. If you have a team of other operations & support staff, delegate tasks to team members based on their strengths and expertise, as well as ask for advice on best practices. 

This won’t just lighten your workload and pressure, but it’ll also promote a sense of teamwork where your colleagues also feel comfortable coming to you for support. 

MAKE THE MOST OF TECHNOLOGY 

Some old-school practices still work, but things will become far easier for you once you embrace the power of technology. 

  • Use project management software to track project progress and deadlines

  • Utilise the cloud to collaborate on documents with your team

  • Use your Teams calendar for reminders and effective time slotting

This’ll help you not only boost productivity but also position yourself as adaptable and forward-thinking.

- Written by Jack Lloyd

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