Keeping your paperwork organised is a must for every business – no one wants to welcome clients into a space that’s filled to bursting with bills, receipts and other documents. Unfortunately, organising your paperwork is easier said than done – particularly when there’s a lot of it. This is why we have shared what we consider to be our best office storage solutions.
Leaving things scattered willy-nilly around the workplace is a surefire way to lose them. This is why it’s a good idea to create a command centre complete with inboxes, outboxes, long-term storage, a paper shredder and office supplies. Each employee could have their own command centre or there could be a communal one for the workplace.
▪ Navigating Bills
When you break it down, there are two phases for dealing with bills – paying them and storing them. It’s a good idea to have a folder or file that is reserved for bills that need to be paid. Once it’s paid, it can then be moved into file boxes or accordion files. We recommend storing them according to the month rather than type of bill.
▪ Reducing Receipts
The number of receipts that one person can acquire in a week is massive – the problem being that people don’t know what to save, so they save everything. Often, the expenditure can let you know whether to keep the receipt or not – yes, you need the receipt for your new printer; no, you don’t need the receipt for that $2 bottle of milk.
▪ Saving Selectively
The great thing about a 12-month filing system is that, at the end of the year, all you need to do is mark the year on the outside of the box. Finding office storage solutions for other documents, which need to be stored separately and indefinitely, is more challenging. We recommend making copies of these documents and storing the originals carefully.
▪ Maintaining Order
Its all good and well to organise your workplace, the problem is keeping up with your chosen system. You could have the best system in the world, but it won’t work if you don’t stick to it. Aside from proper (and frequent) filing, we recommend opening up your mail next to the shredder – that way you can dispose of rubbish immediately.
▪ Retention Guide
The rules for record retention do vary but, if you have the space, it’s always best to err on the side of caution. Only current insurance policies, for example, should be kept – shred the old ones. Warranties and contracts can be shredded as soon a they expire. Credit cards and bank statements, however, should be kept for 7 years.
▪ Going Paperless
One the best ways to minimise clutter in your office is to simply eliminate some of the paperwork. Sign up for emailed or online statements wherever possible, scan important documents so that they can be stored electronically, set up an external hard drive that syncs with your computer, and transfer year old plus files to CD.
If you’re sick of looking at piles of paperwork all over your workplace, it’s time that you get organised! We’re sure that you’ll find the perfect office storage solutions for your needs in the list above – now all you need to do is implement them. This is something that you should really get your employees in on, as they’ve all got their own paperwork that needs to be organised.