How to Stay Organized at Work: Tips, Tricks, and Tools

When digital clutter takes over, productivity suffers. Instead of completing tasks, teams waste time searching for scattered information. Learning how to stay organized at work can help — teams move faster, focus better, and reduce stress.

And when you pair organization strategies with a work operating system like Slack, you compound the impact. By centralizing where work happens, automating workflows, and managing communications, you cut through clutter and improve work efficiency.

Whether you’re leading a team or just want to level up your organizational skills, these task management strategies and workplace efficiency tools can set you on a path to improved productivity. 

1. Prioritize tasks with a clear system 

Without structure, everything feels urgent. Using a simple framework like the Eisenhower matrix to categorize to-dos helps you understand how to prioritize tasks effectively. Combine the right tactics and workplace efficiency tools to surface and sort activities.

Try these tips for organizing your workplace and prioritizing tasks: 

• Collect tasks in one place. Connect third-party apps, calendars, and project tools to your digital HQ to see work requests in a single shared view.
• Rank activities. Use task and time management techniques to decide which activities need your attention and what can wait.
• Create a plan. Schedule important but not urgent activities with digital task management tools, such as daily planners and to-do lists. 
• Apply task management strategies. Managing your workload might involve tackling the most challenging task first or dividing complex projects into smaller steps. 
• Keep priorities front-of-mind. In your personal workspace, set up reminders for due dates or dedicated focus blocks to stay on track. Pin deadlines in dedicated project channels.  

2. Centralize communication and files 

Scattered messages and documents waste time. When everyone knows where to find the latest version or status update, work becomes clearer and collaboration easier. Stay organized at work by bringing conversations, files, and updates into a single work OS. 

For example, here’s how Slack can help maintain workplace organization:

• Channels. Create shared, searchable resource‌s using Slack channels for projects or departments so discussions, feedback, and decisions stay transparent. 
• Cloud storage integrations. Connect Google Drive, Dropbox, or OneDrive so teams can access files without switching apps. 
• Key resources. Share important files or even remote work organization tips by pinning messages to the top of active channels, linking folders, or adding a canvas.
• Work communication. Move conversations from email to Slack without losing context. Use Slackbot to forward an email to your DMs or send an email to channels or DMs.  

3. Establish routines and stick to them 

Your day can feel chaotic or disorganized when work gets busy or tasks pile up. Organize your workday with a consistent routine to reduce decision fatigue and improve time management. By pairing workplace productivity strategies with environmental cues, you can develop reliable habits.  

Try these tips for structuring your workday:

• Tap into your natural energy peaks. It’s easier to stick to a routine when you plan activities around your natural rhythm. Create a productivity plan by considering when you perform at your best.  
• Use time blocking strategically. Stay organized by assigning work to time blocks. Designate peak productivity hours as deep work time, then add blocks for administrative tasks like answering messages.  
• Schedule daily check-ins. Automate channel messages for morning check-ins or end-of-day reviews to track your progress. Partner with a colleague to encourage accountability and share organizational skills.
• Trigger routine work. Encourage efficient work habits by setting up recurring prompts that reinforce daily work organization methods. Try adding a recurring reminder for the end of the day, such as “Plan tomorrow’s priorities.”

4. Use visual organization tools 

Sometimes, seeing your workload helps you manage it better. Visual tools, such as Kanban boards, project timelines, and Gantt charts, provide clear views of task progress. Teams can see who’s responsible for tasks and what’s coming up next. 

The Kanban system uses cards or boards, while Gantt charts display horizontal bars along a timeline. Both views are offered on some platforms, including Asana, ClickUp, TeamGantt, and Monday.com. Others, like Trello or Jira, require plug-ins for Gantt charts. 

Visual aids should enhance your task management strategies and goals, whether tracking cross-functional milestones or maximizing workplace productivity. Increasing transparency into progress and responsibilities can motivate team members and boost accountability.

Slack keeps your workplace efficiency tools visible rather than siloed in separate apps. Teams can organize tasks more quickly, share real-time updates, and get automated reminders. 

5. Review and adjust regularly 

Once you understand how to stay organized at work, it becomes easier to prioritize tasks. However, even the best routines require ongoing upkeep to stay effective in the long run.

Include the following in your weekly roundup: 

• Weekly review. Schedule a recurring Friday wrap-up message through Workflow Builder to encourage team members to share a win or offer a suggestion for improvement. 
• Channel cleanup. Archive completed projects, mute unnecessary channels, and refresh pinned messages or channel topics. 
• Digital tool update. Review your calendar and task lists to see if any tasks need adjusting to match shifting priorities.
• Workflow adjustments. Use a workflow builder and adjust reminders and automations to fit your schedule.  

6. Set clear boundaries for how you handle messages 

You can’t control when messages arrive, but you can control when you reply. Begin by setting boundaries, like no messaging after hours, and then clearly communicate your availability and preferences.  

Try these boundary-setting remote work organization tips: 

• Establish work hours. Set availability in calendars and collaboration apps. In Slack, you can create a notification schedule to turn on a do-not-disturb option when you’re off work. 
• Discuss communication guidelines. Clarify expectations with managers and teams about response times, urgent vs. important messages, and status updates. 
• Add a location to your profile. Customizing your member profile with your time zone helps co-workers in a global workforce better understand your availability. 
• Schedule inbox sessions. Decide how often to check and triage messages. Create a Slack reminder and block off time to handle urgent matters, then schedule follow-ups. 
• Automate status updates. Sync your calendar and meeting tools with your workspace so teams can easily see when you’re on a voice or video call. 

7. Create a simple system for naming and storing files 

Teams waste valuable time just trying to find the information they need to finish their work. A consistent naming system and a document-sharing platform save time, reduce repetitive tasks, and help everyone stay coordinated. 

Use these workplace organization tips to overcome information overload:

• Start with a clear naming convention. Decide what details files should include, such as project, client, date, or version number. Then establish the order and format for dates or version numbers. For example, use Client_Project_YYYY-MM-DD_V1. 
• Document, organize, and share naming standards. Use knowledge management tools to make guidelines easily accessible to teams and ensure everyone consistently applies them across shared folders and files. 
• Add context when sharing files. Provide more details about the file you’re sharing so colleagues know if it’s what they’re looking for. Pinning or attaching documents in Slack automatically adds context by showing previews of linked documents.  

8. Learn how your teammates work 

In hybrid or remote environments, miscommunication can disrupt workflows. Understanding each person’s role (and how their work relates to others) makes it easier to stay organized and aligned. 

Determine the following: 

• Roles and responsibilities. Use a team charter or project template to document and share each person’s role, short- and long-term deliverables, and decision-making authority. 
• Meeting cadence. Clarifying when to meet improves daily planning. Begin by asking for feedback on how often, when, and why meetings happen. Shift status updates or project reviews to asynchronous channels and set aside days without meetings if possible.  
• Information sharing. Improve workplace organization by centralizing project timelines, process documentation, and relevant files on a digital whiteboard like a Slack canvas.  
• Collaboration methods. Keep projects moving by outlining how collaborative work happens. List the most effective communication channels for various purposes, such as team channels for questions or updates and huddles for solving problems together. 
• Accessible support. Ensure teams can access guidance when necessary. List key channels for project, HR, or technical support, and include an org chart to help find people in other departments.

9. Block focused time and communicate your availability 

Time is your most precious resource. Safeguarding it is essential to manage your workload efficiently, maintain focus at work, and reduce workplace stress. 

Here are ways to reclaim your time:

• Schedule focus blocks. Review your weekly priorities and schedule dedicated focus time on your calendar to make sure tasks are done on time.  
• Communicate your availability. Let colleagues know when you’re unavailable for meetings or quick replies by sharing your calendar and updating your Slack status. 
• Minimize distractions. Use Slack tools for staying organized at work by pausing notifications and reducing context switching.
• Automate low-value tasks. Set reminders to help you remember when to start a focus block or finish a task.

Staying organized at work means looking out for your team 

When your work life is organized, it can help you get more done and feel less stressed. But it’s not a solo pursuit — it’s a team effort. With the right digital workspace, everyone can focus on moving work forward instead of managing chaos. 

Slack connects messages, documents, and workflows across your favorite tools. Teams can organize conversations for more productive collaboration and use AI features to find information faster. Explore more ways to organize your workday and boost productivity with Slack.

Staying organized at work FAQs