For years, organizing things has been associated with a more decluttered, disciplined, and manageable environment. This is something that most leaders out there want to achieve for their team, but fail to do so.

Now imagine some real organizational changes made to your office, for all the information you need, stored in an accessible compact little place. Wouldn’t that be neat? My thoughts exactly!

Recently, I have noticed a huge trend of focusing solely on setting deadlines and goals in the name of management and organization, and while I don’t disagree with that, I have several points to add, such as:

Organizing The Tangible

To organize the work process, we first need to go around decluttering the office.

Here’s what we practice at our workplace: separate, categorize, arrange!

We do this for all our files that are just hanging around our desks. I believe if we take care of our tangible troubles, we’d be able to plan better and look forward to greater things more easily.

The benefits of throwing away the unnecessary and keeping what we need includes:

  • Less time wastage looking for stuff, time management made easier.
  • More control over your work and your desk.
  • More time to strategize and work on new projects.
  • Less stress and anxiety.

Sticking To A Code

In my experience, following a common code benefits the whole team. It inculcates accountability and increases transparency.

At my workplace, we have handwritten guidelines, different for different departments. This way, everyone knows how things get done corresponding to the different types of tasks. It is a good practice to sit with the help of all department heads and jotting down a “how-to” for all the types of tasks that their respective teams will have to tackle.

Here’s why you should do it:

  • Clearly defined guidelines mean there is minimal scope of error
  • Team members do not have to bug the team leaders about solutions to problems.
  • With just one document with a set of extensively presented rules, it is easier to figure out what to and what not to do.
  • It is easier to bring new talent on-board when everything you want to tell them is laid out in a document.

Designing A Workflow

Setting guidelines and making a manual is one thing, but making a schedule to implement them is a whole another category. And for sure, it is the one that will take productivity at your workplace to the next level.

At our establishment, we trust Kanban boards to lead our workflows. This gives us a view of tasks with assignees, deadlines, task information, and most importantly the stage in which the task is in.

Here are all the things to keep in mind when creating a workflow:

  • Decide on why you need a workflow and what problems it will solve.
  • Consider and jot down everything that could go wrong with the schedule.
  • Make a draft and try it out for a week.
  • Jot down the details of your projects and recurring tasks.
  • Know the goals, events, and milestones that come your way.
  • Use Gantt charts or Kanban boards to visualize goals and processes.

Workflows help in time efficiency and staying detail-oriented. These help you meet deadlines faster and will definitely help your team be more organized.

Defining The Roles

An office works best when every team member knows their responsibilities. If you are defining goals for your departments, you better believe everything will be on track when everyone knows their roles. Organizing a workflow means you need to have a clear objective in sight, a strategy to achieve said goal, and then people who are going to achieve it. But, if no one knows where the fit into the project, the whole thing is destined to be a mess.

Here’s how defining roles and responsibilities will have a big impact on productivity:

  • It becomes easier to focus on targets as a collective.
  • Less wasted energy and less confusion.
  • No need for a supervisor to watch every move and keep people on track.
  • Work is distributed evenly, which leads to only a little or no disputes.
  • Low confusion would mean fewer errors and hence less time wasted.

Inculcating Teamwork

Now what has teamwork got anything to do with organizing the workplace? Big processes like workflow management and workplace organization require you to move from whole to part. Working with individuals you learn about their strengths and weaknesses and eventually you will realize how they fit into your team. This is what I did. Lowly and steadily everyone realizes each other’s importance.

The benefits of teamwork, when seen from an organizational standpoint, are as follows:

  • People can understand and respect the roles of one another.
  • Your team learns how to work together.
  • Collaboration comes naturally.
  • Less and less need for conversation.
  • Flatten the hierarchy so that there is no friction.

Using Tools To Declutter

Nowadays there is an automation technology platform for virtually everything. My greatest advice to all the leaders out there is to use all the resources possible to save time, conserve productivity, and increase efficiency. This includes using the best tools to streamline your work process and improve your workflow. Relying on a project management software platform to organize, plan, strategize, and deliver has proven to be a big help to my team.

Here is how mixing technology with workflow management can give the greatest organizational results:

  • A single platform for all goals and milestones.
  • Assign tasks to multiple people or teams with ease.
  • Create projects, break them into tasks, and further into subtasks.
  • Store away ideas with team discussions and comments.
  • Store files in a safe place for everyone to access.

To Sum It Up

Sometimes you will find your projects completely unmanageable because things are organized. And, it will get hard for your team to remain focussed in such circumstances. These are times when you are left with no other option but to start another project to organize and break your existing processes into smaller, manageable portions. But you can avoid all that by keeping everything organized. And, I am sure this article will help you understand how you can overcome clutter and lulls in productivity.