Attention to ergonomics has been found to have a number of substantial positive impacts on employees’ productivity. Whether it’s finding the right workplace temperature, providing adequate lighting levels or ensuring office workers’ comfort, creating a comfortable and enjoyable working environment has become increasingly important.
More specifically, there are many benefits to ensuring that the working environment remains tidy and organised, and effective filing is just one way to help this. We’ve looked at just a few of the positive impacts that filing can have on employee job performance and the wider office community.
- The desk is a microcosm for your mind
Research by Harvard Business Review has found that employees are more likely to remain clear minded and focused if their surroundings are tidy and organised, increasing productivity and efficiency. Equally, filing can be very satisfying and leave employees feeling satisfied and content.
If documents are all kept in one place and are organised systematically, for example alphabetically or by project, then you and your team will also be able to locate files more quickly and easily.
- A feeling of control
The same study by Harvard Business Review has also shown that workers are likely to feel more satisfied if they are in control at work, and are therefore more likely to self-regulate and remain in control of their workload. Filing can help them feel more in control as they can access their work when they like and organise it how they like.
A study by the Princeton University Neuroscience Institute concluded that a cluttered environment distracts the brain to the extent that information is processed less effectively. Therefore, ensuring that all documents and tasks are neatly filed away helps to keep your workspace clear and uncluttered, improving focus on tasks. Filing helps employees to focus on one task at a time, enabling them to prioritise their workload.
- Tracking progress
Continually filing work enables employees to easily see what work has already been completed, by themselves and colleagues, and to what extent, allowing them to easily keep track of progress and accountability on multiple projects. It also helps to reach a sense of achievement when a document or a project is completed and can be filed away.
- Data protection
Particularly as we approach the new GDPR (General Data Protection Regulation) in May 2018, data protection is very important to any business. Having an effective and reliable filing system ensures that organisations can keep track of all documents and keep them secure, therefore helping to avoid loss of documents and security breaches.
It also helps businesses keep track of the data and information they collect and store and makes it easier to destroy records if necessary, making their data protection policy more transparent. This helps with GDPR compliance.
Whilst it may seem like a reasonably simple task, adopting good filing habits can make a big difference to the working environment, positively impacting employees’ productivity and efficiency whilst also helping to implement GDPR compliance.
Leitz’s wide range of high quality filing and archiving products helps you to organise your office or workspace whilst adding a touch of style and colour. Explore the full range here: http://www.leitz.com/en-gb/promotions/art/
If you’ve let your clutter get out of hand – now is time to have a clear out before the Christmas and New Year madness. Too much clutter and mess can have detrimental effects on your home and work life.
Read on to find out how order and organisation affects productivity levels and why following our top tips to de-clutter your life can lead to a more successful career.
Why should workspaces be kept tidy?
Not only can a messy desk space be detrimental to your productivity and motivation, it is likely – especially in ever-popular open plan offices – that your co-workers are judging you on how clean or dirty you keep your workspace. A messy desk has a negative effect and portrays yourself as unproductive and disorganised to your co-workers.
It has been reported that if you have a cluttered workspace or office, you show yourself to be less efficient. Disorganization is said to suggest a degree of incompetence that clouds your abilities. Therefore, if you are hoping to progress in your career, you run the risk of jeopardizing your chance as you portray yourself to be disorganised and unable to cope with an increased workload.
Furthermore, although you may understand your own filing system of organised chaos, when you are absent from work, it can make it incredibly difficult for your colleagues to find vital pieces of paperwork or information to take over your role.
A few tips on how to maintain a tidy desk and a tidy mind
- Set a weekly agenda for cleaning
Setting up a routine for cleaning either at work or at home might make it that bit easier to keep on top of your home/office space. Take an hour out of your schedule at the end of the week, to delve deep into the files that have been piling up on your desk. Organising them and cleaning your workspace will put you in a good headspace when you return to work after the weekend.
- Don’t make piles use files!
Making piles of paperwork does not reduce clutter. If you require multiple documents to be stored for a long period of time, then consider appropriately archiving them with suitable filing solutions, such as Leitz’ suspension filing or lever arch filing ranges. Giving items a designated place and setting limits on the amount of items you store in each place will ensure your desk does not become too crowded. When your filing system begins to overflow, throw out the oldest documents. Alternatively, if they’re too important to discard, digitally archive them.
Note: Keeping documents for over a year not only creates clutter but it also raises data security risks. Furthermore, ensure you and your business are up to date with the new data protection regulations before the GDPR deadline in May 2018.
- Get rid of your ‘just in case’ items
Be honest with yourself about which items and documents have value. Think about which unnecessary things you are holding on to ‘just in case’, and whether keeping them is more hassle than it’s worth. There’s no reason to keep things that don’t work, that you don’t need or that you don’t particularly like.
- Don’t forget to digitally de-clutter
In today’s digital society, people store their lives on their computers, smartphones, and within e-mails. If not properly maintained, it can be hard to find important items and stay organised. Therefore as you reorganise your home and office – don’t forget to organise your digital life!