Working as an office administrator includes paying attention to details, juggling several different tasks at once, and being able to retrieve information quickly if you need to. Staying organized is key to managing all these different aspects. That might sound a little tricky now, but don’t worry. Hands-on training programs allow you to develop your skill set, so that you can feel confident stepping into your career.
There are also several handy tricks you can use to stay organized—both during and after your studies. Keep reading to find out what they are!
Write Down Important Information During and After Office Administration Training
Whether you prefer keeping notes in a handy app or writing in a physical notebook, writing down information can help you stay organized. Why? One important reason is that writing things down helps you better remember information. Forgetting that your boss asked you to schedule an important meeting or that a co-worker asked for help with an assignment can lead to confusion and difficulty managing responsibilities. You might have to reshuffle tasks, or speed through an assignment at the last minute to meet a deadline.
If you write down everything, on the other hand, you will be able to remember each task and detail. This will in turn help you stay organized and manage your time effectively.
Try Cleaning Your Desk and Desktop
Part of staying organized involves keeping your workspace free of clutter. After all, a tidy work environment is easier to navigate. This can be a useful approach you use during your office administration courses. However, it’ll be even more important once you’ve begun your career after graduation.
Try clearing away old memos or files, whether they’re located on your desk or on your desktop. This could mean stashing old files away in a filing cabinet, or putting digital documents away in the appropriate folder. If a file is really no longer needed, throwing it out might be the best option. However, it’s important to not be too hasty, as throwing away important documents that you still need could actually make you more disorganized. Double check your company’s policies to be sure that you’re not accidentally throwing away a document you’ll need later.
Name and File Documents in an Intuitive Way
Keeping older documents stashed away is helpful only if they’re properly organized in the right folder. This helps ensure that if ever you need to retrieve the document, you can do so easily. Depending on the nature of the file and your workplace policies, you might want to organize files by client name, file date, or other information. The important thing is that the file is easy to find later on, when your memory of it might not be as clear.
In addition, the name you give each file can also help to make it easier to find at a later date. Try keeping a consistent format when naming files, so that you can easily search through them to find the information you need.
Try to Develop Good Work Habits After Office Administration Training
One important trick to staying organized during and after office administration training is to form habits. To create a new habit, it’s a good idea to approach the same task in the same way each time you tackle it. This might mean always sorting through your emails at the same time each morning, or always filing documents in the appropriate folder immediately after they’ve been used.
These little habits might seem strange at first, but over time they could help you complete tasks faster and with greater accuracy. Good work habits can help you avoid a long clean up or filing session, since you’ll have done a little bit each day.
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