Are you frustrated with your office space? Do you hunt for a pen every time you put one down? Is the search for documents a half-day event? Is your paper filed chronologically - working your way down the pile to 'one week ago' and unable to pull out 'four months ago' for fear of a paper flood catastrophe?
Every office deals with an excess of paper and whether large or small, your business is suffering when you are not operating in an organized space.
So, how do you regain control of the paper monster that is cluttering up your business?
Space Is Essential
One of the largest challenges of staying organized is the ability to set up a system where you have room to grow. Space is essential.
If you clean out a drawer, organize it, and then put all the stuff back into that same drawer, you might feel good to get the dust bunnies out. However, you have not realistically done much. By squeezing all, that stuff back into the drawer simply means it is cleaner. If there is no room for anything new, it won't help with the pile of un-filed papers and the new papers that will be generated in the future.
Having space to add home office furniture in the form of filing cabinets and storage bins will help considerably with organization. Be sure and have at least one quarter to one third or more growing room when you implement your system. Extra space encourages you to keep up with your organization efforts.
Having space to add home office furniture in the form of filing cabinets and storage bins will help considerably with organization. Be sure and have at least one quarter to one third or more growing room when you implement your system. Extra space encourages you to keep up with your organization efforts.
Set aside time to purge unnecessary documents. Not only will this provide more space but it will save you time that would otherwise be wasted looking through worthless paperwork.
Keep It Simple
Do not make your system too complicated or it will be hard to follow through. Color-coding can be the easiest if you do not have too many categories. This is effective for systems, which only require 'Income', 'Expense', 'Projects', 'Correspondence', or something similar.
For filing of large groups of clients, projects or invoices, use a single drawer for each group of related files. A tall filing cabinet can even be divided into alphabetical or chronological systems.
For things that you use very frequently, consider getting a cork, posting or white board that you can place near your desk. This works for phone number lists, client projects and outlines, 'To-Do' lists and appointment calendars.
Maintenance
A good filing system will only work if you work at it. While you may find a smaller system easier to handle, it does not matter the size if you do not work with every day. Keep important, ever-changing items near you, then when they are no longer critical, transfer them to a permanent home in your filing cabinet.
You will find that this works for current project lists, product pricing, and things of that nature.
How Do You File?
Take a realistic look at how you file and consider the filing system. It might work better if you use labeled boxes or storage boxes if you tend to pile papers. This might be in addition or replace the standard filing cabinet. You need to find something that makes you feel comfortable, something you want to work with so that you continue to maintain it.
All Things Need a Place
Every piece of paper, each pen or pencil, the stapler and staple removers, post-it notes and the like need a place to sit. When you use them, replace them. Do not allow clutter to pile up around you or your business efforts and productivity will slow. You want to recognize ways to keep yourself as organized as possible in order for your business pursuits to go smoothly. Be sure and give yourself a little reward for keeping your system going, too!
Article Source: http://www.pubworth.com
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