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ASK
OUR EXPERTS...
What can I do to organize all the paper generated by my business? I have
tried several paper management systems and have not been able to develop one
to meet my needs.
By Maggie Rogers of Amazing Spaces Professional
Organizing Solutions
Paper plagues many businesses and is often their main organizing
problem. Every paper entering a business requires a decision. This demands
your time, concentration and energy.
In order to make this decision process faster and easier, you need to create
a functional filing system. To do this you require the following items:
hanging file folders, manila folders (for sub-dividing the papers in the
hanging files), a filing cabinet, a desk tray, stacking trays to separate
items to be filed, labels, pencils, felt pens, an eraser, a stapler,
adhesive tape, post-it notes, a paper shredder, recycling container and a
wastepaper basket.
Begin by tackling the current papers first, then move chronologically back,
one area at a time. As you sort, divide papers into two categories: “papers
to be filed” and “papers requiring an action”. Put papers requiring action
into a tray and deal with them as required.
Once you have identified items to be filed, you can place them into the
hanging files, labelling each file with a descriptive category name that is
meaningful to you. Some suggestions for category names are: Project, Client,
Correspondence, Bills Paid, Invoices, Financial Records, Income Tax,
Insurance, Manuals, Employee Records, Rent, Receipts, Renovations, Utility
Bills, Warranties.
These categories may then be divided into sub-categories, by using the
manila folders within the hanging files. An example of this, using the
Income Tax category would be: Income Tax 2006, Income Tax 2007 or the
Utility Bill category: Electrical, Heat, Phone. After labelling, put the
hanging files into the filing cabinet in alphabetical order or group them
according to projects, etc.
Once paper enters your office, it is important to keep it moving to its
final destination whether the desk tray, stacking trays, filing cabinet,
recycling container, shredder, or wastepaper basket.
Ongoing maintenance is essential; therefore, I suggest purging the files at
least once a year and archiving all old files. This ensures the continuance
of an efficient, functional and up-to-date paper-management system.
For more advice regarding paper management & other organizing
challenges, contact Maggie Rogers of Amazing Spaces Professional Organizing
Solutions at 403.828.0400 or email her at
reorganize@shaw.ca |
