Organizing Paperwork
Thu, Apr 12, 2007
Action Tips, Home Biz Tips, Optimizing Your Business, Organization
I find this to be a continual thorn in my side, although with a little self discipline and a system, it really doesn't have to be.
In fact, it is so much easier to just stick with a program for this stuff than it is to look for things, lose things, redo things and spend days on end organizing and sorting when it finally gets to the point that you are forced to do it… think tax time – actually, I'd rather not!
Two methods that I have started using that are working wonders for me is having a file folder box on the floor close to my desk that contains a tickler file system.
Also a basket for my copy of invoices out to customers that sits beside my printer. (I keep a folder for reciepts on bills that I have paid in the same file box as the tickler files). I try to clear this basket weekly by transferring the invoices into a binder that I have sectioned off by month for invoices only, a separate binder for each year.
Keeping your invoices straight can be important to your bottom line. If you need an invoice or records for billing, it's quite ackward when corresponding with your customer if you can't find your records, ask me how I know!
And it can mean $$ lost. You can't bill or call to collect money owed if you don't have an invoice.
One more thing that I have been doing to cut down on the amount of paper that I have to sort through every time I clean my office is to just not keep so much. Ask yourself if you really need that article for reference, or can you just Google the information later?
ACTION TIP
- Set up your own simple system to keep your paperwork in order.
- Take 10 minutes every day to maintain it. It will pay you back over and over (and probably save you from more than a few grey hairs).
- Get rid of any stray papers. If you have a lot, make it a decluttering project and work on it 10 minutes per day until you have no paper clutter around. This will make your office look nicer and more enjoyable to work in, and it will also make it easier to find what you need – a BIG bonus.
Because I have very small children who liked to pull everything out of my file folder box I had been using on the floor under my desk to keep my papers organized – I found that using the 3 tier wall mountable filing system to be a lifesaver.
I can label each section for whatever I intend to use it for and can easily re-label them if I need to change their use.
I can keep important paperwork out of the kids’ reach and easy to find whatever I need when I need it.
I also have 2 sets of the stackable desktop paper sorting shelves on my desk.
My system is far from perfect – but Janice is absolutely right. When I’m able to keep my paperwork organized – it DEFINATELY saves me time, effort and a tonne of grey hairs! OH! And it save my work from becoming works of crayon art or cutting practice! 😉
I have a similar problem with my kids Lisa Marie!
Yes, when You have tons of paper it can damage You
And 10 minutes a day can prevent from garbage and keep Your mind in tone!