An organised office is a happier and more productive office that makes your life easier. Keeping your office ordered has numerous benefits, For example it helps with productivity, makes record keeping easier and makes for a more pleasurable place to work. So, here are some tips on how to do so.
Start By Getting A Handle On Your Paperwork
Searching for documents is one of the biggest time wasters in any office. Getting rid of unnecessary papers and keeping everything else neatly filed away can save you a significant amount of time. Start with your filing cabinets, shredding any documents that your business no longer needs.
For any documents that you are on the fence about, try scanning them into your computer and throwing the original copy away. That way, you can clear out clutter without losing important information.
Keep Electronic Copies Of Your Receipts
The IRS no longer requires people to submit paper receipts. Instead, electronic copies are fine. Storing all of your receipts electronically can create a much more clutter-free environment.
You can make the process of easy by getting a scanner that is specifically designed for receipts or by using a receipt-scanning smartphone app. Ideally, the program that you use will interface with your accounting program so that the data can be input automatically.
Take Advantage Of Cloud-Based Services
Using the cloud to store your documents and to share them with others can be convenient and practical. There are a lot of different providers out there ranging from Google to Dropbox that provide free storage. These services also allow you to share your documents with others and to collaborate on projects.
Take Control Of Your Email
While you are going through this process, you should also look for ways to reduce the number of emails that you get. For instance, unsubscribing from mailing lists or setting up rules that automatically direct messages to certain folders can both free up more of your time during the day.
Clear Out Unnecessary Office Supplies
Take an honest look at your supply cabinet. Are there supplies that have been in there longer than a year? If so, you should consider getting rid of them. Don’t just throw them out. There are plenty of organizations that will gladly take your office supplies as a donation.
If your business receives a lot of snail mail then ensuring its organised, ordered and easy to pick up is important. A commercial mail box can ensure that everything has a place and is in its place, making your life a lot easier. Mailboxworks.com has a wide selection of mail boxes in all shapes and sizes, so you can be sure with a little browsing you find the perfect one for your business.
Prepare Ahead Of Time For Tax Season
Create a special space where you can file any documents that are related to the following year’s taxes. This includes statements from your bank, important receipts, and other financial documents. This can make things a lot easier when tax season rolls around. That way, all of your documents will be in one place. Then, all that you have to do is pull them out, organize them, and give them to your accountant. It is a lot easier to organize paperwork as it comes in than it is to try to find it all when it is time to file your taxes.
Improve The Flow Of Your Office
Consider making changes to the layout of your office so that your workflow is more efficient.