Whether you are someone who keeps a paper record of whatever you do in general, or someone at work or running a small business, one of the most annoying parts of management is organizing the paperwork and documents. It is tempting to save every paper, document and everything in your mail thinking you might need it someday in the future. Then suddenly one fine day you find yourself struggling with loads of unmanageable papers when you cluelessly try to find the one that you need urgently.
This is not only a frustrating situation, but it also makes management extremely inefficient. If you can cut down on your mismanagement and organize your documents in a better way, such that you get your required paper in a flash whenever you need it, it will make your work much easier and efficient. Here are a few ways how you can achieve that.
Go Digital Wherever Possible
Going digital is the biggest favor that you can do to yourself and your favor administratively and managerially. Thanks to the technology, there are many cost-effective, user-friendly documentation tools are available. Although the initial phase of digitizing every paperwork will seem extremely exhaustive, however, once you have digitized your documents, the management will become easier for the rest of your life. You can simply label files and organize them in different folders.
You can also create as many backups as you want. Digital documents make it very easy for you to find relevant material within minutes. Moreover, cloud sharing facilities such as Google Drive and Dropbox allow you to share documents with your team members and employees easily and securely. Moreover, if there is anything that you need to publish for mass viewing, you can easily upload it on your digital properties.
Binders
If there are certain documents that you need to keep in paper form, invest in good binders. Binders make managing paperwork much easier. There some great binders available in the market today that has partitions, pockets for business cards, pen holders and even space for keeping your tablets. These binders are also excellent if you want to carry your documents around as you can easily zip down the binder and use the handles to carry it around. Moreover, binders also have a classy and a fashionable side to it. Get a leather case binder for a more corporate feel or a trendy printed case binder if you are a student.
Paper Shredder
The most important rule of efficient organization is decluttering. You need to get rid of every single paper that you do not need. However, you cannot dump everything straight in your trash bin. It looks untidy, results in overflowing garbage bins and is even risky from a security point of view. You would not want an authorized person to get your confidential details such as personal address or address of your kid’s school from your documents found in the garbage dump. It is therefore important that you shred every unneeded paper before disposing it off. You can invest in a basic paper shredding machine which can easily be stationed on your desk or shelf and it will do the job.
