Many people who have an organized work environment are more productive. A well-organized office has the merit of increasing concentration on work and improving work efficiency.
There are tricks to organizing and tidying, and anyone can tackle it if they hold down the basics. In this article, we will introduce "5S," which is the basics of tidying up at work, its benefits, how to tidy up specifically for people who can work, and tips on tidying up.
1. Being organized has benefits at work!
Being organized has the advantage of making your work more efficient. The main benefits of being organized are:
Reduce wasted time
Reduce failures and mistakes
Improve the quality of work
The first advantage of being organized is the reduction of wasted time. If the materials and tools you use for work are organized, you can quickly take them out when you need them.
Especially when you're in a hurry, have you ever had the experience of not being able to find what you're looking for? It is a waste of time to spend time looking for things. Aim to save time by being organized.
The second benefit of tidying up is the reduction of failures and mistakes. Failures and mistakes are caused by a lack of concentration and distraction. However, in an organized environment, you can expect to stay focused for a long time.
Also, by organizing your personal belongings, you can prevent mistakes and loss of materials and documents.
The third advantage of tidying up is that it improves the quality of work. As mentioned above, a clutter-free environment allows you to concentrate and pay attention to the details of your work.
2. It affects work! About the basic "5S" of organization
The slogan "5S" has been raised in the manufacturing and service industries, where tidy work environments are particularly important. It is said that by being aware of the 5S, it is possible to improve the work environment and maintain a clean state.
The five items included in 5S are as follows.
1. The first item in the 5S of sorting, the definition of "sorting,” is to separate the necessary from the unnecessary and discard the unnecessary. Hoarding unnecessary things can cause a cluttered work environment, so get rid of things you don't plan to use in the future.
2. The second item of the ng, is to put the necessary things left after tidying up in appropriate places. By placing things in places that are easy to find and take out, you can increase work efficiency.
3. The Definition Of "cleaning," the third item of cleaning 5S, is the action to keep things tidy. Repeated inspections of the work environment through cleaning activities help dispose of unnecessary items and keep necessary items in place.
4. Cleanliness The definition of "cleanliness," which is the fourth item of the 5S, is to maintain a clean state without dirt. In a well-organized place, even small pieces of debris are noticeable, so everyone can see the dirt.
5. Discipline The fifth item of 5S, “discipline,” is defined as observing the rules and regulations of the workplace and making them a habit. If you can do what you are told to do, your work environment will always be in the state it should be.
For detailed rules and procedures that cannot be remembered, it is effective to post them in the workplace so that anyone can understand them.
3. How to organize people who can work
Based on the definition of 5S, we will give a lecture on how to organize people who can work.
The following four steps are recommended for practicing the development of a work environment based on 5S.
Take out everything
Eliminate what you don't need so that you can make room for what you want
Throw away “things you don’t need”
Put “something” in the right place
Take out everything
The first step in getting organized for a workable person is to unpack everything. Remove all items that need to be organized, such as pens, memos, paper clips, and other stationery items, from desk drawers and storage boxes.
If you take everything out, you can see the results of the cleanup because you can see the total amount, and you can proceed with the work without frustration. Also, lining everything up will make it easier for you to do the next step, "distinguish what you have and what you don't."
Keeping office supplies in drawers and storage boxes is not effective. If you can't take everything out because the area to clean up is too large or the amount is too large, divide it by place, such as around the desk or on the shelf, and proceed with tidying up.
Difference between “things you have” and “things you don’t need”
The second step in decluttering for a workable person is to separate what you have from what you don't need. Look through the items in front of you and decide if you need them.
The important point in distinguishing between what is present and what is not is to clearly define the criteria for separation. Ambiguous standards lead to confusion and take more time than necessary.
Decide on criteria for judging what you don't use, such as whether you have used it in the past month or whether you have a clear opportunity to use it in the future.
If there are many things that you are unsure about, it is effective to temporarily store them as "something you are worried about." Decide on a storage period, put things you feel you will need again in storage, and dispose of unnecessary items.
Throw away "unnecessary things"
The third step in decluttering for a productive person is getting rid of the clutter. Among the things you decide you don't need, let's throw away tools that are no longer usable and documents that don't need to be preserved.
However, it is necessary to be careful not to accidentally dispose of documents such as invoices, statements, and receipts that must be kept. Also, do not dispose of documents and materials that contain personal information; shred them.
You can return unwanted items that are still usable to the management department, or sell personal items as second-hand items. The point is to dispose of unwanted items according to their condition and type.
Place the "something" in the appropriate place
The fourth step in being organized for a productive person is putting things in their proper places. Place the materials and tools you need for your work in easy-to-reach places.
Keeping frequently used equipment close at hand will increase your work productivity. In addition, using office supplies such as file boxes to arrange business cards and documents in order of creation date and business partner name saves the trouble of searching for them.
For things you share with your co-workers, decide where everyone can easily find and retrieve them.
4. Make it a habit to organize your work
The trick to successfully organizing your work is to make tidying a habit. People who are able to work habitually perform behaviors for tidying up. The two main behaviors you should practice are:
Return used items to their original locations
Regularly set a day to tidy up
Be sure to put things back in place when you are done using them. Items left unused can clutter your workspace. Also, since there is a risk that things will be lost and you will have to spend time looking for them, it is important to get into the habit of putting them back in their place after use.
In addition, the office environment should be kept tidy on a regular basis. Set aside time each week, or at the end of the day, to declutter. Decide when you can remember to work on it and do it regularly to make it a habit.
Summary
I explained the benefits of tidying up at work, the contents of 5S, which is the basis of tidying up, and how to tidy up people who can work. Making a habit of tidying up your workplace will increase your work productivity and work efficiency.
Organizing can be done by anyone by breaking it down into four steps: take everything out, sort it out, and dispose of what you don't need. If you want to work efficiently and achieve results, how about working on 5S at work?
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