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In a world of 'the paperless office', files and folders should be obsolete. Every business needs to learn "how-to" manage records and organize documents. Small business owners are too afraid to throw anything away. Consequently, this leads to an overload of file folders, storage boxes, and ultimately a paper avalanche.
When faced with the dilemma of what to toss out and what to keep, business owners panic and keep it all. Years pass, until one day the storage room has overflowed. Documents are now lost in the massive piles around the office. Management has the dilemma of organizing paperwork to prevent low productivity and direct failure of the business.
Many smaller companies simply do not deal with their paperwork issues until it is really too late to stem the tide. The paperwork just seems to mount making documents and important information difficult, if not impossible, to find. Paperwork would rarely become lost if management fulfilled its responsibility and adhered to better time management strategies.
First Step to Organizing
Start by declaring an office cleanup day. All employees should pitch in and help organize any and all paperwork in the office. If at all possible schedule this on a day that you're normally closed to avoid any distractions. Paying your staff overtime for one day will be well worth it once you see the results.
Even if you work alone dedicate some time to cleaning up your office and your paperwork. Even though it may seem difficult to take time out now it will be worth it in the long run.
Tackle the paperwork on your desk first. Sort by subject, then sort by dates. Once everything is sorted, create file folders for each subject. Place paperwork neatly into the appropriate file folder and set aside, but don't forget about it.
Next, locate income statements, expense receipts, and sort them accordingly. Your accounting should be a priority. Record transactions into an accounting system or ledger until you're current. If you're like me, you could spend the majority of your day just entering transactions. Instead, end at a time that you can easily pickup from.
Now you'll need to find a place for your file folders. Place anything you may need in the near future in a filing cabinet that you can easily access. For other paperwork you can simply place them in crates or boxes and put them away for safekeeping. Be sure to clearly label when each box contains. You may even want to enter their contents into spreadsheets.
Computer Documents
You need a contingency plan for all your paperwork and electronic files. If there was ever a flood or fire and your documents were destroyed you need to have a backup plan. For your important paperwork consider getting a scanner and filing backups electronically.
Always keep extra copies of your computer documents and files in a fire resistance safe at another location. Files can be stored on backup tapes, floppy disks, CD ROMs, or external hard drives. Be sure to keep a log of what files you have stored where.
You may want to consider an automated backup service for your financial files and records. For a reasonable fee you can have all your important documents stored on an off site server. This will keep your files safe give you peace of mind.
About the author: Vlad Ehrsam writes exclusively for Full Info on Business, visit there today for the latest Business advice, and while you're there sign up for the free newsletter.
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Files and folders are virtual dinosaurs in this age of the paperless office. All businesses can benefit from the proper management and organization of office records. Throwing things away seems almost a sin for some small business owners which is precisely why many find themselves buried under a mountain of disorganized paperwork.
Business owners will tend to keep everything in an effort to avoid having to decide what to keep and what to pitch. In time, the storage room door cannot be opened and hope is all but lost for finding any documents that may be needed. It is the responsibility of management to make sure things remain organized to prevent lowered productivity or a complete shutdown of business operations.
Barbara Hemphill, an expert on office efficiency, says that "most small businesses don't deal with their papers until it's too late." If there is one important piece of paper you need to find amongst hundreds if not thousands of other papers it could take you days to locate its whereabouts. Management needs to take steps now to prevent this type of situation from happening.
Beginning to Organize
You are going to need an entire day (if not more) to organize the office. You do not want to find yourself interrupted and distracted by customers, so choose a day when you are not normally open to tackle this mammoth project. Make sure all office staff get in on the fun because it is certain that they helped to create the mess.
Organizing your office space and paperwork is more difficult if you work alone, but not impossible. Even entrepreneur diehards can squeeze in a day for cleanup.
The paperwork atop your desk needs to be first priority. Organize by subject and then date. After sorting is out of the way, it is time to put everything in its proper place. If file folders do not exist for some of the paperwork, then create some so there is a place for them.
Next, locate income statements, expense receipts, and sort them accordingly. Your accounting should be a priority. Record transactions into an accounting system or ledger until you're current. If you're like me, you could spend the majority of your day just entering transactions. Instead, end at a time that you can easily pickup from.
Once you've organized paperwork into file folders, you'll need to assemble boxes or purchase crates to keep documents in. Your filing system will depend on the type of business you operate. Some businesses organize their files by the client's name, while others use job numbers. No matter what type of business you operate, you will always file your accounts receivable and accounts payable the same. All that matters is that you have a system to your filing.
Organizing your Computer Documents
Fire or water can wreak havoc on a business if either of these two hazards reach critical documents. Businesses have coped with these dangers by investing in scanners so that they can digitize their physical documents.
Always keep extra copies of your computer documents and files in a fire resistance safe at another location. Files can be stored on backup tapes, floppy disks, CD ROMs, or external hard drives. Be sure to keep a log of what files you have stored where.
You may want to consider an automated backup service for your financial files and records. For a reasonable fee you can have all your important documents stored on an off site server. This will keep your files safe give you peace of mind.
"Your ability to accomplish daily tasks is directly related to your ability to find the right information at the right time," Hemphill said. Management strategies are essential to the livelihood of your office staff and the success of your business. Don't wait until the last minute to organize!
About the author: Vlad Ehrsam is the chief writer at Full Info on Business, it's one of the webs most up to date Business sites, their free newsletter is well worth signing up for too.
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