The papers that need to be dealt with immediately should be sorted into smaller groups based on the work that you need to do. For example, set up such subcategories as call, write, deliver, and pay. Pick up each paper once. As you sort through the loose papers that you are filing, make decisions about each one as you review it.
Pick up the paper, read over it, decide which category and subcategory it belongs to in your filing system, and then put it away. Working this way will help you with consistency in your filing and will help you save time by dealing with each item only once. As you review each item, you should determine whether you even need to keep it.
If the paper is something that has already been dealt with and is not something that you need to keep as a record, then consider discarding it rather than filing it.
Unfold each item. Most of the papers you have will probably have come in correspondence and are likely to be in envelopes and folded. Remove the papers from their envelopes, open them flat, and then file. Filing each paper in this way helps your folders fit uniformly in the file drawer, without bulging where the folded papers stack up. Decide whether you need to keep any envelopes. In most cases, the envelopes are unnecessary and can be discarded.
However, if you believe you may need proof of delivery or proof of a postmark, then you should staple the envelope to the papers and keep them together. Multiple papers should be stapled together. This will prevent things from getting separated or lost.
Staples are preferable to paper clips because a they fit more uniformly in the files and b they do not have the problem of slipping off.
Method 3. When new correspondence enters your office or when new paperwork is created, you may not be able to file it right away.
You should place everything that needs to be filed in a single place to be filed when you are able. Designate a consistent time to work on filing. If you can, schedule a consistent time each day or week that you can work on filing new papers. If you make filing a regular part of your routine, you are more likely to keep up with it.
If this is not enough time, then you might try doing your filing twice each day, just before you go to lunch and then just before leaving for the day. The keys to success are consistency and repetition. Make sure that others with access to the files understand the system. If you are the only person using your files, then you should easily be able to maintain the order that you have created.
However, if other people need to use the papers in your files, you should make sure that they understand -- and follow -- the system that you have created. Having a filing system in place is not helpful if papers get misfiled and put into incorrect folders. If may be more efficient and more effective if you offer to get anything that someone else in your office might need, and then ask them to return everything directly to you.
Then you can be sure that everything gets refiled correctly. Keep vital documents in a safe place. Some special materials may need to be held in separate, special locations. For example, some papers may need to be kept in a safe or in a fireproof lockbox. Review your files regularly. At least once a year, or more frequently if necessary, you should set aside some time to review your files.
The purpose of this review is to decide whether there are papers or entire folders that can be discarded or perhaps moved to an off-site storage facility. If something is never going to be needed again, then you should discard it. If it is something that you do not expect to use regularly but may need to keep as a record, then you should send it to storage.
Therefore, becoming an email ninja is an essential survival skill. When you set up more complicated filing systems, he insists, it can lead to procrastination. And what if the email covers more than one subject? Forget all that. Let your search program find messages in Processed Mail when you need them, since most programs search for words within a subject line or body text.
Use keyboard shortcuts. Nearly every mouse action has a keyboard equivalent. Figure out what low-priority, high-volume emails are distracting you. You can do the same with the people you follow on Twitter. Then remind yourself to check lower priority inbox folders on a weekly, rather than daily, basis.
When you choose to clean up a conversation, any redundant emails, which contain replies that are already in the body of other emails, are deleted, thereby reducing the size of your inbox. Not long ago, companies regularly deleted email records from computer systems.
But now federal court electronic discovery rules require employers to retain vast amounts of information for use in litigation. Discrimination, harassment and hostile work environment litigation often includes email and instant-message evidence.
These communications may include correspondence employees send or receive from clients, customers, fellow employees, family and friends. Employees should be made aware that all their emails are official correspondence that can be called into evidence during a lawsuit. You should write every email like it's going to be read to a jury … because it just may be.
Note : Yes, you must preserve documents when you know litigation may occur. See tip 10 for standard business practice guidelines. If in doubt, consult with an attorney before destroying documents and for advice on creating an effective record retention policy.
You may base your records retention schedule on your own experience, research of legal mandates and on what other companies are doing. Whatever your method, use your retention schedule as a guide, not as an executioner.
Retain records longer if litigation, a government investigation or an audit seems likely. In the event that a legal action does arise, immediately cease all disposal activities.
Before you can establish an efficient records management system, you have to know what you have and how long to keep it—legally and for your own business purposes. The retention schedule below reflects standard business practices. You must also consider state and local statutes of limitations as well as regulations of government agencies that pertain to your business.
Check with your state and regional authorities for details. As an extra safeguard, have your CPA and your attorney review your records retention timetable before putting it into practice. All rights reserved. File organizing: Find any paper file—instantly. Use color coding to your advantage. If you have a different-colored folder for each of your main projects or for each department you regularly work with, finding what you need will be a snap.
Say your boss asks for a budget-related document—just look for the purple folder in which you keep all your budget materials. This works for electronic folders as well as paper. Use broad headings for all your files. Clutter control: Document management tips. Set up a wiki to speed document collaboration. I agree with the facts you stated above. You have a beautiful flow with words.
Thanks a lot. Good way of describing, and good post to take information concerning my presentation topic, which i am going to present in university. Save my name, email, and website in this browser for the next time I comment.
This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.
Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings. If you disable this cookie, we will not be able to save your preferences. This means that every time you visit this website you will need to enable or disable cookies again. This website uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages.
Hit enter to search or ESC to close. Close Search. About SnackNation SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome. Connor Garrett January 11, Carri Helman January 6, Ashley Bell January 6, Tmt says:. November 1, at am. Melody Spencer says:. November 1, at pm. Sandra says:. Your ideas are amazing and I love your article, so cute and functional.
I must say you have a knack for organising information. Most people do not understand these nuances of office organisation that eventually leaves them in a mess wasting much of their valuable time. Thank you for sharing all these images to give more clarity into content shared. That would definitely make things easier to find. Where can I find the daily docket that you have pictured? Please help me out! I find it much easier to work with a clean desk. There are fewer distractions and the office cleaners are able to wipe off my desk making it a sanitary space.
Thanks For your share. Wow…there are so many great tips here. I especially love the life hack with the binder clips for cables. Thanks so much! Having proper organisation in the office is vitally important for workplace productivity. This blog offers a lot of great ideas to assist with organisation in the workplace.
I know where all the forks are. In the drain below the sink. How do I know this? I was at the dentist office when they had a plumber into check on the slow draining sink in the office. I watched the plumber pull a couple handfuls of dental instruments out of the pipe. Office was kinda open concept with strategically placed walls That was almost 20 years ago. Still go to that dentist, he is awesome,.
Excellent ideas shared to make any office look clean, at the same time well organized. Save my name, email, and website in this browser for the next time I comment. This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.
Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings. If you disable this cookie, we will not be able to save your preferences. This means that every time you visit this website you will need to enable or disable cookies again. This website uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages.
Hit enter to search or ESC to close. Close Search. About SnackNation SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome.
Connor Garrett January 11, Carri Helman January 6, Ashley Bell January 6, Sylvia Hancock says:. October 4, at pm. Betsy says:. Dave Call says:. February 2, at pm. Laura says:. February 6, at pm. Subodh says:.
February 12, at pm. Jeff Murphy says:. February 14, at pm. Danielle says:. February 27, at am. Alex Mills says:.
September 17, at am. Lezaan says:. September 21, at am. Monica Linares says:. September 24, at pm. Jilli says:.
0コメント