The Business Blog

Small Business Home – Start Up Paradise – Public Knowledge

How to Keep Your Office Well Organised
Write For Us

How to Keep Your Office Well Organised

In this progressive information age, how we securely store, organise and retrieve material plays a vital role in the functioning of an office or a business. This is true in both a digital sense and outside of our computers. We have heard the term ‘paperless office’ since the 1970s, but the world paper usage has still been on the rise with the UK alone contributing 12.5 million tonnes of paper each year.  Paperwork is still an objective for most companies, so we need some way to file paperwork, and store other tools and materials for the everyday workings of an office.

The introduction of space-saving initiatives and the move towards shared spaces and off-sites storage has created new concerns in how we store work materials. This is further complicated with the divisions between work and home life becoming increasingly indistinct; items such as gym kits and personal gadgets to be stored in the personal storage.


How Do Poor Storage Facilities In An Office Affect Work?

Cluttered offices and poor storage facilities have negative impacts on the office.

  • Most employees don’t want to work in messy, poorly organised worksplaces.
  • Disorganisation creates hindrances in the way of staff performing proficiently and effectively
  • Slows down the productivity and increases the margins of error
  • Leads to higher levels of stress and promotes poor working habits
  • Disrupts a clean, clear working environment, deteriorating the company image


Tips to Solve the Storage Problems at Office

Office Planning

It is crucial to determine not only what’s being stored, but also think about how and when the materials are accessed and retrieved while designing an office. By organising storage divisions for your work processes, it becomes easy to understand your storage capacities and the room you have for future growth.

These divisions can be split into 4 different sets based on their functions: – personal, workstation, collaborative and archival storage.

  • Archival Storage

Archival space can be deemed as the traditional office storage space where the bulk of supplies, equipment and files are stored. These are generally static areas where different departments can access and retrieve materials or information quickly, but usually used less frequently than collaborative or personal storage areas.

These units are often used for storing non-paper items, such as CD media, charging devices and binders.


Archival storage can be smartly utilised as a form of partitioning; helping to define spaces, set boundaries and form acoustic panelling for offices. Additionally, this provides employees working in these spaces with a sense of privacy and reduces distractions from those working nearby.

  • Personal Storage

In the change from traditional private desks to a more digitalised process that you will find today, personal spaces can be shrunk to the size of lockers and personal storage units. This will provide your staff with a secure and private place to switch from home to work mode and vice-versa. It also reduces the real estate costs associated with an extended floorplate.

These solutions enable your staff to begin thinking like facilities managers, ensuring only necessary items are kept in the office and irrelevant or obsolete materials are stored elsewhere. Also, when placed away from busy entrances or walkways, they become gathering points for staff, where they can interact before and after work.

  • Workstation Storage

Workstation storage occurs around the employee’s centre of activity – the reach area of the seated worker and is usually specific to their daily tasks. Materials need to be readily accessible so that they are integrated into the work process. When items are outside this proximity, they require more effort to access and use; breaking concentration and pulling attention away from the immediate task.

Solutions such as pedestals are often used in these environments, but even these require employees finding their unit and wheeling it to their desk. More recent innovations for the modern environment include ‘hot’ boxes; lightweight carrying cases which can be stowed in lockers and taken to desks for daily use.

  • Collaborative Storage

In group spaces, such as training rooms, conference rooms and breakout zones, storage serves a dynamic function. Such spaces have interaction and creation as the primary goals and they display thought processes and works-in-progress.

The ability to casually and quickly document and record information is key to these group areas. It is also easy to retrieve the information from such area. Visual tools that encourage participation and sharing such as magnetic surfaces, whiteboards, and versatile technology available in these areas will aid the group’s tasks through the display of their project work.

Using storage boxes

Once you distribute and dedicate storage areas, opting for storage boxes is a good way to tackle the storage problem in those areas. Be it a personal, collaborative, workstation or archival storage section, storage boxes will cater to all your storage needs.

There are various types of storage boxes, but tote boxes are best suited for office use. Tote boxes are tough, long lasting attached-lid storage boxes, specifically designed for repeated use. They are ideal for use in an office, transportation and general storage. These boxes are also known as tote boxes, that can be stacked securely on top of one another when the lids are closed. It can be also nested securely inside one another when their lids are open.

Benefits of Tote Boxes

  • The ability to inter-nest and attached lid design make tote boxes an ideal choice for storage applications in offices.
  • Tote boxes have an industry standard footprint, allowing them to be efficiently stacked on pallets, enabling them to be used with a range of wheeled dollies.
  • The durable plastic construction makes tote boxes very rugged that can withstand repeated use and it offers many years of ongoing use.
  • They are eco-friendly boxes made from recycled plastic.

Which Tote Box should you buy?

Tote boxes come in different sizes ranging from 18 to 80 litres. Each tote box is supplied complete with a label holder, aiding in identification. You can analyse the storage space and get them as per your requirement.

In summary, a tote box is great for storage containers, ideal for removals, and all manner of storage applications in an office. The strong, robust design of a tote box is able to withstand repeated use, which means that these hard-wearing boxes provide excellent value for money.

Why Use Tote Boxes in Your Office?

If you need a simple and effective way to organise your equipment at a workplace; or simply want a place to store paperwork, tote boxes could be the ideal investment to spruce up your working environment, making it a clear and tidy space with minimal hassle.

Business Uses for Tote Boxes

Tote boxes are one of the most commonly used options for storage and transportation. They are found in nearly every working environment, from offices to warehouses, and are also used for storing equipment and for moving equipment from one place to another. A tote box is an ideal way to manoeuvre and store equipment such as warehouse stock and tools used for work, from appliances to stationery. They are perfect for storing equipment which is particularly sturdy because the boxes themselves are robust, able to carry a large weight and quantity and unlikely to break.

Tote boxes can make all the difference to the working environment of the office, offering a perfect storage solution for stationery items and filing, which will need to be kept for longer periods of time until they are used again. When your paperwork and office items are stored neatly in tote boxes, you can keep your business organised when the items are needed, you can access them without any hassle. There is no need to worry about the stored items being damaged, as tote boxes provide an additional level of protection to your items, protecting them from being moved about in a cupboard.

Tote boxes can also be a perfect way to manage an office move around. They are a perfect way to manually move all your desk items and office equipment to your next place of work, be it just down the corridor or a car journey away.

How to keep your workspace clutter-free?

An excess of things in your office can have a negative impact on your ability to focus and process information. Physical clutter in your office surroundings competes for your attention and often results in decreased performance or increased stress. So, what can you do to tackle this? Here are our top tips for creating a clutter-free workspace:

  • keep non-essential items away

It’s easy for mail and publications to invade vital desk space and once the process starts, it can very quickly become disordered creating distractions in no time. Keeping non-essential materials stored away ensures you have the ability to be focused in a clear and more spacious environment.

  • Plan for the Day

It’s worthwhile figuring out what items are required for the day and taking only these to your desk. This will lower the chances of distraction and enable you to keep a mental plan of your objectives for the day.

  • Starting Afresh

If you have tried to declutter your storage or desk before but it hasn’t worked out yet, you may need to strengthen your willpower. Clutter often exists when our brain tricks us into believing everything is important. To counter this, take everything from your desk and place them in a storage box for a week. As you begin to use items from the box, add them back to your desk. After a week, it’s likely that the items still in the box aren’t used on a day-to-day basis and therefore can be stored elsewhere.


Using the above-mentioned tips to manage spaces and to make your desk clutter free which will keep your workplace organised. This will enable you to work in hassle -free environment, increasing the productivity at your workplace.


Your email address will not be published. Required fields are marked *