The Christian EducatorA publication of North Valley Baptist Schools

Office Organization

by Beth Mason

In order to present a work environment that is dignified and responsible, organization is essential.  To achieve the highest standard of efficiency, one must keep everything neat and accessible.  If organization is not maintained, it is difficult to complete projects and keep business affairs in order. Organization is the key to success in any business. Here are a few tips I have found to be helpful in keeping an office organized.

Keep your desktop in order. Current projects should be kept on top. This allows you to remain focused on the project of highest priority.  Try to eliminate piles of work that may become a distraction.  Projects not currently being worked on should be filed away.  Although multi-tasking is important, it is also critical to be concentrated on one thing at a time.

Keep your desk drawers neat. Each drawer should be neatly supplied with essential tools. Small plastic trays placed inside drawers are helpful.

Maintain a current calendar of events. By recording upcoming events, appointments, and deadlines, you will be able to keep the office running smoothly.  Whether you prefer to maintain an Outlook calendar or a paper calendar, the most essential thing is to keep it updated and refer to it often.

Minimize paper clutter. Piles of paper in the office will cause a messy unorganized look. When a project is assigned, it should be dealt with it as soon as possible.  If the project can be accomplished within minutes, try to make it the priority.  If the project is lengthier, and is not a top priority, it should be placed in a specific file.

Do not allow mail to pile up. Sort through mail as soon as it arrives and discard obvious junk mail.  Distribute the remaining mail promptly.  For mail addressed to you, open it as soon as you are able and deal with any time-sensitive materials.  Because mail arrives daily, it has a great potential to pile up quickly, therefore it is important to deal with it immediately.

Keep your computer clutter free. Having too many applications open at the same time will distract the eye and will cause your computer to run more slowly. Be consistent when naming your files.  Find a system that works best for you, and stick with it. It might be helpful to keep a file name index.

Purge regularly. Keep only one copy of each document. Discard outdated letters, drafts, and reports that are no longer needed. Clean out computer directories as well. Do not store unimportant/unneeded documents on your hard drive.  You will find that purging unneeded files not only clears your desk/computer of clutter, but it also clears your mind of clutter.

Keep a centralized cabinet for office supplies. This will be a help to you as well as your co-workers. Be sure to keep frequently used items towards the front for better accessibility. Keep smaller items in baskets near the front of the shelf.

Organization is essential to a well-managed office. By keeping things orderly, operations will run smoothly while avoiding disarray. It is a key factor, especially in the ministry, that we keep the office in order.  After all, God is a God of order!

About the Author: Beth Mason is the school secretary for North Valley Baptist Schools and has served on staff since August 2007. She is a graduate of Golden State Baptist College.