HR File and Storage Room Reorganization Project: Enhancing Organization and Efficiency

I led the reorganization of the HR file and storage room, transforming a cluttered and inefficient space into a well-structured, easily accessible system. By redesigning the layout, implementing a clear labeling system, and creating an inventory, I improved document retrieval times, and enhanced operational efficiency.

HR Project Management
Process Improvement

Company

CSL

My Role

Human Resources Generalist

Year

2021
Tatiana Morgunova HR. HR File and Storage Room Reorganization. Project: Enhancing Organization and Efficiency. HR Storage Layout Proposal.

1. Background & Context

Upon joining the company, I quickly identified that the HR file and storage room was in a state of disarray. Over time, the space had become cluttered with old HR documents, stationery, event items, and various company swag, leading to inefficiencies in daily operations.

This disorganized environment not only hindered quick access to important records but also compromised the overall operational effectiveness of the HR department.

Tatiana Morgunova HR. HR File and Storage Room Reorganization. Project: Enhancing Organization and Efficiency. Before.
HR File & Storage Room before the reorganization

2. Objectives

The project was initiated with the following goals in mind:

  • Transform the cluttered space into a well-organized, efficient storage area.
  • Reduce retrieval times and improve overall document management.
  • Establish a clear labeling system and create a comprehensive inventory to support ongoing organization and accountability.

3. Scope & Stakeholders

Scope

This project involved a full-scale revamp of the HR storage area, including:

  • Redesigning the layout of the room to accommodate modern storage solutions.
  • Conducting a cost analysis to select appropriate storage equipment.
  • Overseeing the physical reorganization of files and items.

Stakeholders

Key stakeholders included the HR team, who directly benefited from the improved system; the facilities management team, which assisted in optimizing the physical space; and the purchasing department, which managed the procurement of new storage equipment. Senior management was also kept informed, ensuring alignment with broader organizational goals.

Tatiana Morgunova HR. HR File and Storage Room Reorganization. Project: Enhancing Organization and Efficiency. HR Storage After Optimization.
HR File & Storage Room after the reorganization

4. Approach & Methodology

To address the issues, I initiated the project by performing a thorough assessment of the existing storage conditions. I then:

  • Designed the Layout: Created a detailed plan that reorganized the space, considering both current needs and future growth.
  • Cost Analysis & Equipment Selection: Calculated the cost of new storage solutions in collaboration with purchasing. Worked closely with facilities to ensure the physical space was optimized for the new layout.
  • Securing Upper Management Support: Presented the project to the HR Department management and obtained their support.
  • Implementation: Once the project was approved, I rolled up my sleeves and executed a cleanup. Files and items were carefully sorted by their functions, and a robust labeling system was established.
  • Inventory Management: Developed an inventory file to catalog every item, ensuring that all members of the HR team could easily locate what they needed.

5. Results & Impact

The reorganization of the HR file and storage room yielded significant benefits:

Enhanced Efficiency

The newly structured space reduced the time spent searching for documents and items, leading to smoother daily operations.

Improved Accessibility

With clear labeling and a comprehensive inventory, the HR team now has instant access to all necessary resources.

Operational Excellence

The project not only streamlined document management but also set a precedent for cross-departmental collaboration and proactive problem-solving.