When most people think of labels, they may only consider mailing and packaging, or possibly in the warehouse. But why not use labels in the office?
Just as we do on the factory floor, labels can be used to create a defined zone for specific activities. We already know about the inbox and outbox, but why not create bins for other kinds of paper deliveries? You can use this kind of system to measure ROI by determining how long an item sits on your desk before it’s converted into revenue or cost savings.
For example, suppose part of your work is to process orders that come in by fax, and you’ve determined that once the requests reach a total item count of 100 or three days have passed, it’s time to visit the warehouse. These printed orders wind up on your desk and you don’t know their status because all these documents are starting to look the same. Zones to accommodate process orders on your desk can provide an instant visual snapshot of your workflow and your potential cash flow. You quickly can estimate how much time you’ll need to process these items and how much money you’ll make.
Labeling is also effective when used to define space, especially for brainstorming, project planning, or just organizing raw material. We know that one of the greatest inhibitors to productivity is distraction, so labeling a space for a particular activity helps keep unrelated items out of view. A good label message—as long as people follow it—can improve productivity and save time. Simply taping off a large rectangle and declaring it for a specific purpose (such as the mail sorting zone) reminds people of what needs to be done and where to do it.
Labels in the office also help others. If your work area has many frequent visitors, you can vary signage messages to reflect your company culture, meeting schedules, and special events. Outsiders will appreciate your open communications—making their stay efficient and pleasant. These labels might change throughout the week depending on the workflow in your organization.
Type of Labeling Systems
Many use magnetic labels, which are easy to move to different locations. Other types of labeling systems include:
- DuraLabel thermal transfer printers use heat to create long-lasting images on vinyl supplies, which will adhere to a wide variety of surfaces, including cardboard, fabric, metal, wood, glass, and cement. Vinyl supplies work well both indoors and outdoors.
- Handheld and desktop paper label makers are fast and convenient—perfect for office environments.
- Poster printers are great for generating large documents such as maps and architectural drawings.
Defining Success
Outside consultants provide an unbiased perspective and a kind of shield from all the swirling activities we face in offices every day. “My process starts with defining what ‘success’ looks like. Then, we work together to analyze working styles, business environments, and all the tools and technologies available to design productive and efficient systems to help executives achieve higher levels of success,” says Melissa Gratias, Ph.D., owner/principal consultant, MBG Organizing Solutions.
Individuals find success when they achieve the goals that are driving them to get organized at work. These goals might include:
- Eliminating night and weekend work
- Maintaining an e-mail inbox so all messages are visible on one screen—improving e-mail responsiveness and management of action items
- Reducing paper to maximize office space and improve records management
- Maximizing the financial investment in software by improving efficient utilization of its features
- Financial enrichment, including increasing billable hours and/or better expense tracking
- Improved sales closure rates due to consistent follow-up and pipeline tracking
All of these outcomes can occur simply by having well-defined spaces for physical items or activities.
“When organizing hard copy files, there is no substitute for a supply of hanging folders, manila folders, and a printer,” says Gratias. “Labeling the outside of a file drawer helps the user remember what files are stored where and allows colleagues to quickly determine what drawer contains needed information.”
This advice might seem obvious, but the problem is still widespread. According to one study, nearly half of all managers ask colleagues for help finding documents they’ve misplaced. That’s partially because we don’t keep organization as a top priority, and because we don’t get rid of what we don’t need.
“For a client to effectively purge paper, they need clearly labeled recycle bins, separate trash cans, and a shred box. You’d be surprised how many lack these basic tools,” Gratias says. “They end up retaining too much paper simply because there is nowhere to discard it!”
A relatively simple approach, labeling can have profound impacts on productivity and help individuals save hours of time every week. Try it yourself! Work on building a labeling system to improve your workflow, reduce stress, and increase your overall level of personal organization.
Jack Rubinger works at Graphic Products, Inc., www.GraphicProducts.com, a global leader in workplace labeling and signage. Rubinger is a regular contributor to B2B, industrial, and trade publications and blogs. He can be reached at jarubinger@graphicproducts.com or 503.469.3024.
Robby Slaughter is a workflow and productivity expert. His focus is helping organizations and individuals to become more efficient, effective, and satisfied at work. A regular contributor to several regional magazines, Slaughter’s latest book is “The How-To Guide for Generations at Work.”
