The average company has a lot of paperwork. In fact, it can be downright overwhelming. Between employee files, tax forms, and invoices, there’s a lot of documents to keep track of. Not to mention, if something happens and you need to pull that information for legal reasons, it can be a real headache.
That’s why it’s important to have a good system for organizing your company’s paperwork, complete with custom printed folders with pockets and other essential tools. Here are a few tips:
Create a filing system.
Creating a filing sustem is probably the most important thing you can do. Make sure you have a designated spot for every type of folder or document, and make sure everyone in the company knows where to find things.
One of the most important things to keep in mind when creating a filing system is that the system should be easy to use. This means that you should use a system that makes sense to you. If you find a system that works, stick with it. This will make it easy for you to find things, and it will also help you stay organized.
Organize your paperwork.
Make a list of all of the categories of documents that you have. The list of categories of documents that you likely have can vary greatly depending on the type of business you are in. However, some of the more common categories of documents include:
- Employee records
- Invoices
- Purchase orders
- Bills
- Bank statements
- Credit card statements
- Tax records
- Business licenses
- Contracts
- Meeting minutes
With your categories ready, you can delegate folders to each one.
Use a label maker.
People use labels for a variety of reasons including sorting their folders, archiving their old files, and as a reminder for themselves about the contents of a file. For example, if you have a document that you need to work on for a meeting, you may want to label it “Meeting agenda” so you can quickly find it when you need it. Label makers can also be helpful when you want to quickly find all of the files in a certain category. For example, if you want to find all of your school papers, you can search for the label “School papers.” This will help you find everything related to school in one place.
Use a scanner.
It can be really helpful to scan some or all of that paperwork into your computer. This makes it easy to find and saves space. Plus, if anything happens to the original paperwork, you’ll still have a digital copy. Once you have scanned your documents, it’s important to organize them. Create digital folders on your computer to store your scanned documents. You can create folders for different types of documents, or you can create folders by date.
Invest in a good shredder.
A high-quality shredder is especially important if you have sensitive information. Make sure you have a shredder that can handle thick documents. A powerful shredder can quickly and easily destroy your sensitive information, making it impossible for anyone to retrieve.
Set a schedule.
Dealing with paperwork can be a daunting task, but if you break it down into smaller steps it can be much more manageable. One way to make dealing with paperwork easier is to set a schedule for yourself. This way, you won’t be overwhelmed and you’ll stay organized.
Delegate.
One way to keep your paperwork organized is to delegate some of it to other people in your company. This will lighten your load and help you stay organized. You can delegate tasks such as sorting through mail, filing documents, or creating labels. If you find that you’re struggling to keep up with your paperwork, it might be a good idea to outsource some of it to a professional organizer. This can be a great way to get your life back on track and stay organized.
By following these tips, you can create custom folders for your company’s paperwork documents that will make them easy to find and organize.