Wellbeing and mindfulness are both terms you have probably heard of a fair bit over the last few months and it doesn’t stop when it comes to the office. In fact – it’s something that is being highlighted more and more as a ranking factor when it comes to general health, motivation and productivity. Regardless of whether you have a digital system or a physical filing system, we decided to explore just how much a filing cabinet or office pedestal play essential tools in office day to day. So, if you’re currently entering the office and your desk looks like the below – then you may need to re-assess your organisation and we hope these work wellbeing tips can help in regards to a new fresh set up.
Being stressed, having a lot of pressure or a high workload make most of us choose to ‘deal with that later’. Fight or flight we always run to the most needed activity first or the loudest one. But not having a set organised space, can not only potentially increase the possibility of burnout but can make you miss tasks that are just as important but are perhaps not as loud. Furthermore, lack of a filing system (be it a digital or physical one) means you’re missing out on ‘archiving’ and finishing tasks properly. Something that is essential from a mindfulness and empowerment point of view. A great structure starts with a place to file In progress tasks, and completed tasks.
Overall we feel being able to ‘complete’ or archive a job allows you to finish the day with a tick in a box. As a result, perhaps in turn it can help you close of day to day and return from the office with a good mindset and a clear path.
Here’s a few of our favourite Work Wellbeing Organisation Tips:
Firstly – make sure you take a break within the work day (a walk around the block, reading a book or catching lunch with a friend – it is important for us all to rest and recuperate so that you can pick up with focus through the rest of the day.
Clear out a filing cabinet – or purchase a new one with at least 3 draws! (If a filing cabinet takes up to much space – consider an under desk pedestal) Separate your work load into a 3 draw process :
Awaiting Confirmation / On Hold
Archived / Complete
(If you have a 4 draw filing cabinet or storage system – you could potentially utilise the top 1st drawer as New In)
One you have a filing cabinet set up, remove everything off your desk. Place any paperwork within the 3 draws depending on their status.
As a rule of thumb – paperwork should only be on the desk if it is active and being worked on there and then
Most of us use digital organisation also, so it’s worth setting up this same practice online so you have both filing systems working together. A favourite digital organization tool for us is Trello. You can utilise trello in a similar manner so that you can productivity organise and stay on top of tasks both in digital format and paper format.
Use filing tabs to separate your In Progress draw. By separating your In progress draw you can organise your work into “Next Up”, “Tomorrow”, “New In”.
Encourage your workflow set up by setting a position in regards to paperwork, the closest to the front the most actionable, the furthest at the back – the newest to be attended to later.
If you do have a 4 draw cabinet, you may prefer to also have the Archived / Complete draw to house Client files or potentially have the last draw as Client set archives. That way – if you’re looking for information in regards to a particular client set up, it is much easier to navigate. Try out some colours filing tabs to help archive client archives
Last but not least – at the end of your working day, file away any leftover paper work or tasks so that you come in refreshed for the next day.
Oh and yes – please if you do find you go home with a clear head or a new mindset please do give our article some love and share it with your colleagues.