--- title: 22 Office Efficiency Tips description: Technology is a great tool and there are a never-ending array of new methods to improve efficiency. Here are out 22 tips for office efficiency. image: https://smart-pa.com/hubfs/coffee-and-computer.jpg --- [**0845 872 2262](tel:0845%20872%202262) Choose site: UK - [UK](https://www.smart-pa.com/uk/) - [FR](https://www.smart-pa.com/fr/) - [USA](https://www.smart-pa.com/usa/) - [Ireland](https://www.smart-pa.com/ireland/) [![Logo-2](https://smart-pa.com/hs-fs/hubfs/Logo-2.png?width=190&height=70&name=Logo-2.png "Logo-2")](https://www.smart-pa.com) [![Get a quote](https://no-cache.hubspot.com/cta/default/6285216/f6ce6b80-a7b2-4995-833d-9eae89d0dc44.png)](https://cta-redirect.hubspot.com/cta/redirect/6285216/f6ce6b80-a7b2-4995-833d-9eae89d0dc44) **12 years in business with over 200 PAs **14 countries, 15 languages and 3000+ clients ![trustpilot-small](https://smart-pa.com/hs-fs/hubfs/trustpilot-small.png?width=160&name=trustpilot-small.png) [**0845 872 2262](tel:0845%20872%202262) [![Get a quote](https://no-cache.hubspot.com/cta/default/6285216/f6ce6b80-a7b2-4995-833d-9eae89d0dc44.png)](https://cta-redirect.hubspot.com/cta/redirect/6285216/f6ce6b80-a7b2-4995-833d-9eae89d0dc44) # 22 Office Efficiency Tips **![coffee-and-computer](https://smart-pa.com/hs-fs/hubfs/coffee-and-computer.jpg?width=800&name=coffee-and-computer.jpg)** **1.**  Technology is a great tool and there are a never-ending array of new methods to improve efficiency. For example, video conferencing tools such as Skype can reduce meeting times as there is no need to travel. **2.** Emails can decrease your efficiency therefore either check and respond to them for set amounts of time throughout the day or [outsource email management](https://www.smart-pa.com/uk/our-services/diary-management/) to a professional assistant. **3.**  Separate your inboxes. If you have regular contact with certain people, then create an inbox for each. **4.**  Sort your mail. It is easy to read an email and then forget about it. Sort it as soon as you receive it – to act, to read, to file or to delegate. **5.**  Create a workflow for tasks. Once a task arises, ensure you follow a set procedure. **6.**  Store reference materials online for future use. This will make it easier for not only yourself, but for colleagues to access any online reports or research. **7. ** Have regular breaks – this will improve focus and efficiency. **8.**  Walk around the office every so-often. This will the promote blood flow around your body. **9.**  Boost morale by sharing team objectives and goals. **10.**  Use common terminology. This will help to create a shared culture within your team. **11. ** Act on your phone messages promptly. Smaller tasks can mount quickly, decreasing your efficiency for the rest of the day. **12. ** Organise your tasks each day, starting with the higher priority tasks. **13.**  Keep to the schedule of your meetings. Once a meeting over-runs, it can impact on the rest of your colleagues’ and your own day. **14.**  De-clutter your office - if you don’t use something regularly then you are unlikely to need it. **15.**  Put all items back where they belong. **16.  **Organise your own desk. You will feel more productive. **17.**  At the end of each day, organise your desk again, ready for the start of the next day. **18.** Before you leave the office, write a to-do list for the next day whilst all your tasks are still at the forefront or your mind. You will also find it easier to relax when you get home. **19.**  Establish “work zones” for different types of activities. **20.** Create a meeting folder, separating “items to be discussed”, reports that are due and items that need to be handed out. **21.**  Create a “waiting on response” folder for items that cannot be completed until someone else responds or acts. Check every this few days for anything that needs to be followed-up. **22.**  Create a “reading folder” for reports and research you want to read but are not urgent Share this post - [Tweet](https://twitter.com/share) Topics [ Support Services ](https://smart-pa.com/blog/topic/support-services) [![SmartPA](https://smart-pa.com/hubfs/SmartPA_October2019%20Theme/img/SmartPA_LogoR.png) ](https://www.smart-pa.com/uk/) Head Office SmartPA 13 Dublin Street Lane South, Edinburgh, EH1 3PX ****info@smart-pa.com **[0845 872 2262](tel:+44845-872-2262)** - - - - - ![wp-logos](https://smart-pa.com/hs-fs/hubfs/SmartPA_October2019%20Theme/img/wp-logos.png?width=400&name=wp-logos.png)   © SmartPA Global Limited   |   Company Number SC458248   |   VAT Registered 175 365 977