Easy Office and Email Organisation Ideas

Do you have thousands of emails in your inbox? Are you swamped by paperwork or Post-it notes? When was the last time you saw your desk? We get it! We’ve shared a few of our favourite office and email organisation ideas to help you become more productive.

Email Inbox Full? Digital Organisation Tips

When it comes to your emails, the aim of the game should be an empty inbox. A well- organised inbox has easy to use, well-maintained folders. Now, you don’t need zillions of e-folders – just enough to help you find what you need, when you need it.

As an example, you might have General Info, Meetings, Orders and Invoice e-folders with a few subfolders within. If you use Outlook, take advantage of their colour-coding system, as well as flags to help you categorise different types of emails.

Now the art of great email management is to make sure it matches your digital filing system. Use the same structure as your email folders, so you can easily file attachments. Think of your computer folders like you would a physical filing cabinet. Clear document labelling and version control will make it really easy to find and update your files.

Office Organisation Ideas

If you’ve read our blogs before or worked with us, then you might be familiar with this organisation approach. It’s called ‘Runners, Repeaters and Strangers (RRS)’ and it’s a lean manufacturing management principle. It’s a useful way to focus your efforts on a particular problem or a project. And you don’t have to be a manufacturer to use this method!

Runners – these are your day-to-day work tasks or problems, and you can apply this to projects and processes too. Your emails, phone calls, and regular meetings fall into this category, and it can also include data inputting.
Repeaters – these are less frequent tasks, problems, projects or processes. As an example, this could be monthly team or customer meetings, quarterly projects, or certain processes. It could also include filling in return or refund forms.
Strangers – these are occasional tasks, problems, projects or processes. You might hold annual team appraisals or organise special seasonal or celebratory events.

Using the above approach, you can work out the resources you need to get certain things done. Less planning is needed for Strangers, but you’ll benefit from an efficient admin system for Runners and Repeaters. Kelly learned this method from her father, who was a lean manufacturing manager. He travelled the world helping businesses with their processes. Like father, like daughter!

For more methods, see our blog How to get organised in your business

Need Help With Admin Tasks?

Whether you’re battling your inbox or fighting your way through Post-it notes, we always recommend starting off with small steps. Break down your errands or workload into smaller tasks and steadily work your way through everything. Otherwise, there’s a risk you will just feel overwhelmed and not get anything done, especially if you are neurospicy! But did you know there’s actually a really simple way you can get organised? Just speak to us…

If you’re a small business owner, Admin Assassin will work closely with you to manage your email inboxes and organise your office. Whether you work at home or in an external office, we can support you on-site or remotely. Say goodbye to dreaded admin tasks forever!

Get organised for the year ahead and stay one step ahead in your business. Get in touch, call 07854 819736 or contact us via Facebook.

Thank you for reading this month blog – Easy Office and Email Organisation Ideas.

Admin Assassin