Most Important Tools For Work

Most Important Tools For Work

A tool is an instrument or equipment that you use to do a particular work. The list below includes essential tools that office employees use such as pens, pencils, highlighters, paper clips etc. We exclude computers and printers because they are the primary equipment necessary to do office tasks.

Here are the ten must-have office tools:

Pencil

According to Henry Petroski, author of The Pencil – “It has all the functions of a computerized word processor: input point, an output point, delete point, eraser and so forth.” So whether it’s mechanical or ordinary pencil, it is very functional like what he said.

Iconic stapler

Jackie Gyoerkoe said, “I can’t tell you how many offices put a possession mark on their stapler, whether someone writes their name on it or chains it to their desk.”, hence it is an office supply that workers do protect as one of the must-haves.

Paper

It is one of the fundamental essentials in an office for making reports, contracts, invoices and a lot more, so having the right one (be it A4, 8.5 x 11, etc.) is vital. Be practical and wise, practice reusing papers to clean windows, wrap gifts, scrub stainless steel sink or recycling them.

Envelopes, Folders and File Keeper

These are must-haves to protect and organize your documents. Envelopes, folders and file keepers prevent them from being damaged and keep things confidential even if you ask others to take them to another person or place.

Pens

Be it a highlighter pen, marker pen, gel pen, fountain pen or ordinary type, the primary purpose of a pen is for writing and signing.

Planner

It’s easy to open the planner to see the daily schedules you don’t want to miss compared to checking them on your computer or mobile phones. It is also easier to write additional information. There is no need to worry when the battery of your phone becomes drained or no electricity to switch on your PC.

Water Bottle

Hydration sustains the proper functions of our brain, so stay hydrated by drinking water. Select a water bottle that is insulated which keeps liquid cold or hot for long hours and spill-proof to avoid accidents.

Binder and Paper Clips

They are useful filing tools that come handy and make your organizing tasks easy and quick.

Notepads and Post-its

These help you (or your colleague) to quickly jot down substantial details like the contact number or name of the person during a telephone conversation. They also remind you to finish your to-do list.

Hole Puncher and Fastener

Of course, you cannot compile anything in a folder if you don’t have these tools. They are used to keep stray documents in order. Keeps multiple documents organized.

Moreover, there are other essential tools that we may need, but there is no hurry to buy if you can complete the task without them. Having the necessary things help you do the assigned responsibilities of whatever job you have- whether you are an accountant, a doctor, an engineer or a secretary.

Time Management Tips For Managers

Time Management Tips For Managers

Wasted money is wasted time.

Commitment is a word linked to business. To keep the business flowing smoothly, time management is necessary. It is given that in this industry, there is unending daily tasks, meetings to attend to, and quota to hit and all sorts of things to do.

The manager, as the head of a team, reports to the higher-ups on what is going on in the lower hierarchy. He oversees all the workflows, provides solutions, and manages the whole structure of the team.

Hectic schedules are one of the things that a manager must be ready for when taking the challenge. After all, managers are still individuals and need some personal time too.

Here are some time management tips for the managers in order not to get burnout from hassles in work:

Make a to-do list

This list shall speak of tasks that you need to accomplish. You may not want to miss out details and soon realize it when it became a problem already. In your list, determine the most important down to those topics that require lesser attention, yet. Learn to prioritize things.

You must have a list of the daily, weekly, monthly, or your yearly targets. Make one for the team though so that they will have something to look forward and what to expect in the team. You have to strictly impose a mindset that such list has to be followed precisely and on time.

Delegate Tasks

Delegating tasks to your team based on the job they are hired onto is a big leap. You need to trust them that they are capable and will do the responsibility at the expected time and deadline. No employee wants a micro-manager who will always observe every task they do even in the smallest detail.

You need to trust your workforce and in return, they will build loyalty and respect for you. If you want to monitor the progress of your team, you may implement documents or sheets to fill up through office tools. Besides, through delegation of tasks, you might discover some innate talent and skills in the team.

Focus

Now that you have a list to follow and have delegated tasks to your team, it isn’t the time to sit down and relax. Focus on doing the bigger responsibilities assigned to you. For more focused concentration, you may put a “do not disturb” sign outside your office doorknob, this will keep others from disturbing you.

Maintain a Gameplan

One thing that ruins your time management is not having a systematic process. If you have a proper procedure that works for you and the team, it will make your work process more manageable, compared to not having any gameplan at all.

How about meetings? Meetings do not need to take an hour or so. Determine the agenda, the availability, the presenters and attendees in the meeting. Keep it precise, short, and simple. Discuss only the points that are included in the agenda so you can have ample time to do other tasks. Remember, if you can say it in an email, then just mail it.

Proper use of resources and communication

Communication is the key to a good business. There are various office tools available that you and your team can use. You may use your smartphone for calls, text messaging, and even to check your team’s progress through different phone applications. UYou can also use the gift of advanced technology by using cloud-based tools which can give you 24/7 access to all the documents you need, especially when working outside the office.

There are project management tools available online to help you remind of the tasks and meetings you need to attend to. It will help you to communicate and collaborate with your team even outside the office.

Time management isn’t a hard thing to do as long as you keep a normal pace in the process. Brush off the pressure and learn to trust yourself, the team, and your gameplan.

10 Tips For Creating An Engaging Office Space On A Budget

10 Tips For Creating An Engaging Office Space On A Budget

Employees usually spend around 40-50 hours or 33% of their waking hours in the workplace. A positive, engaging physical environment dramatically influences their performance, creativity and productivity level. A dreary and dull office place affects mood, thinking ability, focus and adds tremendous stress while working.

These facts strongly prove the necessity of creating a better environment for employees. Office aesthetics are necessary improvements to ensure more productive employees who are responsible for pumping up company profits.

The good news is- you do not need a huge budget to spruce up your office space. Proper planning and the following ten savvy-tips are your vital tools.

Bring nature indoor

Nature is an instant mood booster. Aside from ornamental plants and flowers, the new trend is to incorporate flora and fauna patterns in interior designs which include furniture, fabrics, wood panel installation, living walls or concrete flooring. The cozy, homey vibe allows you to focus more with clarity.

Provide work lounge area

With the advent of the internet and wireless technology, employees can work anywhere within the confines of the workplace. One way is to create lounge area which serves as working and meeting space.

Opt for community workstations

Working becomes more fun with the popularity of community table where employees can easily interact with each other compared to having no interaction at all. It fosters team collaboration and open communication.

Light it up

Natural light from open windows gives refreshing, welcoming feeling which is vital to stress reduction and productivity enhancement. Replacing fluorescent lights with LED adjustable lightings significantly improve workers’ vision and productiveness. It also reduces energy consumption expense.

Use adjustable multi-purpose, hybrid furniture

Project luxury without overspending by selecting vinyl-made connected seats, hybrid filing cabinets with a plush top which can be used as visitor’s chair, mobile pedestal and modular storage which can be easily rearranged or mixed-up with other furniture.

Incorporate quirky, personal accents

Create pieces of art which capture the essence of the company. Transform one bare area into a statement wall, Accessorize it with digital photos, quote, vintage memorabilia or handmade crafts which represent your commitment to the company.

Use colors

A monochromatic environment is dull. Invigorate your spirit by putting touches of colors around your workstation. Organize your documents by colors. Colors enhance workers’ productivity level, creativity and confidence. Blue is believed to bolster concentration while Yellow boosts creative thinking and morale.

Eliminate clutter

Loose wires, cables or cords are eyesores. Hide them and other clutter such as documents, docking stations and personal items by organizing. Use clips or eye hooks to run cables and wires or wrap them with Velcro strips. Eliminate non-essential clutter using drawer or desk organizers and filing cabinets.

Use mirrors to create an illusion of space and light

Place mirror in a strategic area to reflect more light and space. It brightens dark and confined spaces. Aside from aesthetic use, it helps you check your appearance anytime you want.

Do not forget the power of smell

A pleasant, invigorating scent spells a big difference in the workplace. Air freshener won’t cost a lot so make sure to invest in it. According to a study conducted by Takasago Corporation in Japan, typists commit lesser errors. Those who smelled lemon are most efficient, followed by those who smelled jasmine and then lavender.

How To Organize Your Office For Maximum Productivity

How To Organize Your Office For Maximum Productivity

Your personal workspace reflects who you are. Highly-efficient people tend to keep their table very organized and clutter-free while a number of creative individuals work effectively when their desks are messy. Whether you belong to the first group or the second group, being organized is not about being neat or making sure that everything has a label. It is about setting up your office based on your preference to achieve maximum work productivity. It is about gaining total control of your workspace which boosts competence, confidence and capability to handle your daily tasks.

Here are some simple organizing tips you can use to maximize productivity and reap success:

Purge the clutter

Clear your desk, your drawers and filing cabinets. Throw old, unnecessary papers, Keep the essentials in proper folders and label them. Discard empty boxes, torn paper clips, dried-out pens and other “keepsakes” that clutter your space. Empty your desk trays regularly.

Designate two zones

Divide your workspace into two zones

1. For computer works and

2. Non-computer works

The computer zone has your desktop or laptop. This is where you get your daily tasks done. The non-computer zone is where you do paperwork, sign documents, use your personal IPad and other tasks.

Use trays or drawers

Use organizing trays to catch your daily incoming-outgoing documents. Make sure to clear each tray of any document at the end of the day. File and store completed paperwork.

For your daily personal stuff like car keys, mobile phones, purse and other small essentials, utilize one of your desk drawers as their landing strip. This facilitates easy access whenever you need any of them throughout the day.

Keep work essentials you use frequently nearby

One of the most frustrating time-wasters is searching for pens, notepads, stamps, clips and other tools you need to get the work done. Keep them within reach and together in one drawer or area. Store related stuff.

Surround yourself with things that inspire you

Family photo, flower vase, plant, small painting or poster, favorite quote or decorative stuff that makes you happy and inspired are great motivators. You are at your best self when your work area exudes positivity, joy and success. It boosts productivity to the hilt. However, limit the number of personal stuff to avoid clutter.

Make sure that you are comfortable

The worst enemy of productivity is discomfort. Invest in buying quality, comfy chair and standing desk which helps you avoid back pains due to long hours of sitting. To prevent neck issues, consider purchasing an adjustable shelf for your computer monitor. Use keyboard and mouse that are easy to your wrists.

Another important thing to consider is proper lighting to prevent eye strains.Natural light is the best, LED is the next. Harsh light from fluorescent saps energy and lowers productivity level.

Make use of a calendar

This can be a traditional desk calendar, calendar pad or electronic calendar, using it to gauge your daily work accomplishments is a key to a higher level of productivity. Your calendar allows you to check completed tasks, remind you of unfinished business and plan daily work goals.

Place a big trash can

Sounds silly? Nope. This is an organizing hack method which helps you discard unnecessary papers and other non-essentials. A bigger trash can is more likely encourage you to throw stuff that clutters your drawers, desk and cabinets.

Place your important tools like calculator, pens, resource books etc. in one area for easy access.

Set up a landing strip.

Every day you arrive in the workspace with the same items — a cell phone, briefcase and/or purse, mail, keys, change. Make a “landing strip” where you can drop your stuff when you come in and out (maybe with an extra cell phone charger and change cup). If incoming paperwork or mail makes its way to your desk or chair each day, use an inbox to “catch” it. Clear out this inbox and file, recycle, or otherwise process everything in it every day.

Keep Needed Items Close By

Searching for items or having to get up to get something wastes time. If there’s something you need to use frequently, keep it within reaching distance to where you work. This may include a phone, reference books, planner, files, mailing supplies, printer, etc. If you have many items you need to keep near, you might need a bigger desk. Or you use a U-shaped set up with a desk or a desk and tables so you simply need to swivel around to get what you need.

Anything that you don’t use on a daily basis or several times a week doesn’t need to be on your desk or near your work area. You can store those items in other areas of your office.