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Set Your Office Up Properly, Right From The Start

By: Vlad Ehrsam

While many offices are trying to go paperless, the fact remains that some paperwork is necessary. Many business transactions require the proper paperwork and the IRS is just one organization that may require hard copies rather than electronic copies. If you have a small office you may find yourself running out of space to put all your paperwork. Organizing and properly filing your papers is essential should you ever need to find anything specific.

Trying to organize a mass of paperwork can seem like an impossible task. Many people don't know what to throw out and what to keep so all papers get shoved into boxes and drawers. Finding anything becomes impossible. The management of all companies needs to come up with ways to organize and file important paperwork.

"Most small businesses don't deal with their papers until it's too late," said Barbara Hemphill a well-known author on the subject of office efficiency. Paperwork piles up and documents are impossible to locate. If management and owners learned more about time management, paperwork would be in its place.

Step One Towards Office Organization

Set aside a day to commit to organizing your office space. To eliminate the distraction of customers or phone calls, schedule it on a Saturday. But if Saturday doesn't work well for you, dedicate one day each week as "Office Cleanup Day." Then, require all staff members to participate.

Even if you work alone dedicate some time to cleaning up your office and your paperwork. Even though it may seem difficult to take time out now it will be worth it in the long run.

The easiest way to start is with current paperwork that's taking up space on your desk. Sorting by subject and then by date is a great way to organize your papers and will make finding what you need much easier. You should also get a system of file folders that you can place your paperwork in to make it easier to retrieve.

You should also have a separate system for your accounting and bookkeeping. Expense reports and receipts should be carefully filed for later reference. A good idea is to record your business transactions into a ledger. You can either use a ledger book or one of the many software programs available.

Upon organizing the paperwork into folders, you are going to require some boxes or perhaps some crates to store all the documents in for safekeeping. The particular way in which you file things will naturally be determined by the nature of your business. But, irrespective of the type of business you operate, all companies should file accounts payable and accounts receivable at the same time. The critical thins is that you have some kind of system for your filing.

Computerized Documentation

Fire and water damage are a major concern for most businesses, especially for a home-based office. Small businesses find scanners to be a business asset. In minutes, a scanner processes a document from paper form to electronic file.

Computer documents are easily accessible and easier to file on a CD or 3.5" floppy. Of course, if you want to be really high-tech, you can use an external hard drive to store your documents. CD's, floppies, and external hard drives should be stored in a fire resistant safe, or off the premises.

Online automated backup services are also available. For a small fee, you can backup computer documents to an offsite system. This is excellent for financial records. No financial business should be without a backup system.

Hemphill says that "Your ability to accomplish daily tasks is directly related to your ability to find the right information at the right time." If your office isn't currently organized make it your number one priority. It will save you time and money in the future.

Article Source: http://www.simplepetcare.com/pet-articles

Vlad Ehrsam runs a very interesting website at Full Info on Business, it's one of the webs most up to date Business sites, their free newsletter is well worth signing up for too.
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