The workspace is our control station. We may be unaware of it, but its orderliness reflects how well we do our jobs. Studies have shown that office organization is connected to spatial memory, and so we should not be surprised if it is also commonly associated with productivity.
Keeping the office tidy has the following benefits:
- A neat office is visually appealing and inspires the influx of ideas.
- Managing your workroom allows you to find your necessities quickly and clean up easily once you have completed your tasks, increasing your efficiency.
- If you have an assistant or share some parts of your office with your loved ones, organization can help them find items readily.
- Clutter is known to trigger stress, and so eliminating it keeps the work atmosphere light.
The office serves to provide a space wherein you can write or work effectively. Therefore, everything that you see in it must help you to recall information about your tasks instantly.
Much of the office organization heavily depends on a sound labeling system. Labels can facilitate the workflow by reminding you of urgent jobs and identifying items without a hitch. For most people, they find the following office articles in most need of labeling and organization:
- Office supplies
You may have the right filing cabinets or shelves for business stationery, pencils, paper clips, staple wires, printer ink, others. However, a big bright tag that helps locate them from the outside will save much time that is better spent on actual work.
- Business files
Most business or job-related files are printed on standard-sized paper. Examples of these are invoices, office memos, receipts, charts, ledgers, and many others. Consequently, it is easy to confuse them when they are placed in one pile. A sound labeling system allows you to systematize these crucial documents for easy filing and retrieval later on. File folders can either be temporary or permanent; so that they can use a more extensive range of labels.
- Informational materials
These consist of books, magazines, brochures, and electronic disks, such as CDs and DVDs. Sticky tags help identify the information inside each document and enable the recording of other vital details, such as dates, file types, locations, authors’ names, and many others.
Placing the appropriate identifiers on your office mail helps name the recipient easily, facilitates document organization, and makes them look neat and professional. Additionally, if you repeatedly write to many loyal clients and business associates, automation allows you to reproduce the same tags, like clockwork. Most mailing labels are meant for short-term use, and if you need to produce more than 100 a day, direct thermal printing can help cut costs in the long run.
These consist of parcels for shipment, office giveaways, and other objects that you want to be bagged or wrapped up. Placing sticky tags on packages enables easy item identification and retrieval. Like those made for mail, most packaging labels are meant for short-term use. Direct thermal printing is a cost-efficient option for offices that need to generate large numbers of such tags daily.
- Electric and computer cords
Busy workstations usually have wire jungles underneath desks or close to computers. If you have a fast-approaching deadline, you would want to distinguish your cellphone cord easily from that of your tablet. Tagging helps identify similar-looking cables seamlessly.
- Office Equipment
Some offices use different printers for different tasks. Others may use speed dial numbers for various contacts. Projector remote controls may need to have identifiers in case different office units are using the same models. Adhesive markers eliminate the guesswork for these gadgets.
- Litter Bins
Putting tags on litter bins aids in waste segregation and recycling. Such a simple measure helps promote quality systems, which is crucial if your business applies for any accreditation. It helps to have visible, bright tags for each container.
Finally, a quality labeling system does not need to be very complicated. However, it should be designed to help organize your workspace, lessen the clutter, identify the essential objects, quickly retrieve files, and prioritize urgent chores. Since these tasks are very different from each other, choosing the right kind of label can further enhance efficiency and likewise save on costs. Nowadays, the labels that most offices use can be divided into two, depending on the technology used for printing. These types are briefly explained below:
- Avery Labels – type for ink-based and toner-based printers—the machines for these tags are commonly used in home and small business offices. Ink and toner printers, such as Inkjet and Laserjet, are designed for high-quality graphics. They are also relatively cheaper and more available. They are perfect for printing documents but are rather slow and cost-ineffective for creating sizable tag volumes. Nevertheless, the labels produced using this technology are highly customizable and, since they allow color-coding, can make office organization more comfortable and more visually pleasing.
- Labels for thermal printers – thermal devices are for high-demand consumers, such as hospitals and big businesses. They are specially made for labeling and are thus designed to make the task faster and cost-efficient. Their color spectrum is rather narrow, making color-coding difficult, but they are nonetheless useful for automated tasks, like tagging newsletters, packages, and business files. For adhesive markers that are intended for long-term use, thermal transfer printing is employed. However, for short-term labeling, direct thermal printing is often much more cost-efficient.
In conclusion, organization improves spatial memory in the workplace and endows productivity. Tidying up the office is aided by a sound, uncomplicated labeling system. Various label types are available to suit different needs, and choosing the right kind can save you both time and money.
Carter, S. B. (2011). 8 Easy Organizational Tips to Increase Your Productivity at Work. Psychology Today. https://www.psychologytoday.com/us/blog/high-octane-women/201109/8-easy-organizational-tips-increase-your-productivity-work.
Malone, T. (1983). How Do People Organize their Desks? Implications for the Design of Office Information Systems. ACM Transactions on Office Information Systems, 1(1), 99-112. https://dl.acm.org/doi/pdf/10.1145/357423.357430.