Do you want to get your papers organized or under control, but you're just not sure which items would truly help? Have you ever bought anything just to be upset when your paperwork remained unmanageable?
Although there are no "magic" items on the market, there are plenty that will help you organize your papers and save you time, effort, and energy. It all depends on how you utilize them and what kind of file management methods you have.
You can use these tools to organize your office papers so that you can keep track of all your work.
Tools to Organize Office Paperwork
Here are 13 tools that will make it easier to sort out your documents and paperwork.
A filing cabinet is a must-have item in any office space since you can keep all your files and folders in a safe and secure location. The Three-Drawer Lateral filing cabinet by FlexiSpot is a great tool for offices to organize paperwork. It is quite spacious and has a high-quality all-steel structure that is quite durable. It has a lockable function that guarantees all your paperwork will be kept secure. It has a full-extension bearing drawer that can provide easier access to all the folders (even the ones right at the back of the cabinet). There is an adjustable hanging bar where you can hang all files and folders to keep everything organized.
A shredder will come in handy if you are intent on getting rid of as much paperwork as possible at your business. Any papers containing personal information should be destroyed before being thrown away; therefore, investing in a shredder might be good. If it's a little too 'official-looking' for you, put it in a basket or purchase a more slim-line version.
You will definitely need a scanner to digitize all paperwork and develop a digital filing system if you're ready to go paperless. The Fujitsu ScanSnap is highly recommended since it scans quickly, offers WiFi, and has a huge storage capacity.
All of the key information you have to refer to on a regular basis should be kept in easy-to-access binders. Account and insurance numbers, company contact information, marketing data, presentation memos, collaborative memos, and all other important information may all be kept in a binder. A financial binder is an excellent method to keep track of your expenses, savings, and loans in a systematic manner. Binders may be utilized in a variety of ways to keep all of your vital information organized in one simple manner.
Mesh Desk Organizer for 'Action Files'
Of course, you can't keep everything buried deep inside the filing cabinet. There are some files, and paperwork that you are currently working on that are gathered on your desk. The Mesh Desk Organizer can hold all the papers that need your immediate attention. This will be the best defense against paper clutters.
You can store the following action files in the desk organizer:
Contracts that need signatures
Course or meeting notes that need to be reviewed
Proposal requests that should be fulfilled
Information to complete client reports
Data or computer entry information
Papers for current projects
Paper items for follow-ups
You can also incorporate a color-coded filing system to distinguish between the different urgencies for files or divide them into categories like important records, finances, contracts, meeting minutes, etc.
Baskets are a fashionable and functional method to organize all loose paper groups that need to be corralled in one central location. Notepads, scrap paper, sticky notes, blank labels, notepaper, and other similar items may be included. If you stack several baskets on top of each other, the things will become less accessible. Use open baskets or layered, covered baskets to keep items you don't need to access often.
Labels are essential to make any paper organization system simple to use. Binders, your filing system, file folders, boxes, baskets, magazine holders, and so on are all included. Make things as simple as possible for yourself by using visible labels or a color-coded scheme!
Magnetic Erase Memo Board
A memo board can help you keep track of important reminders, upcoming events, and weekly planning systems. The Magnetic Erase Board by FlexiSpot is the best option for offices. It has a durable and sturdy construction, so it will last you practically a lifetime. You can easily hang it anywhere in the office and use it to note down any important pointers.
A calendar is essential for keeping note of the schedule and impending activities, whether you favor paper or digital. One with distinct columns for different projects makes it simple to know what's coming for everything on various days at a glance.
A work planner might help you prevent a lot of frustration and work if you have multiple projects and tasks to handle at work. Keeping track of the meetings and deadlines is a breeze, with a great large color-coded one that everyone can see.
Tubs for Storing Items
These huge containers are ideal for storing old documents and contracts. A transportable tub may also be used as a file system, so they're really multi-purpose!
Boxes Made of Sturdy Paper
Paper boxes are a terrific method to store away any stray documents that you don't have to access on a daily basis, not just in a home office or workplace. We recommend using Ikea packaging boxes as storage boxes for every family member, as well as to store photographs and cards in our home.
Divider for Your Wallet
A wallet divider can be a useful tool if you have a lot of business cards or want to budget using an envelope method. It's a simple technique for rounding up all the stray documents or receipts, with clear classified markings and the flexibility to slip into your wallet or handbag effortlessly.
Tips for Effective Filing Methods
Here are seven methods for swiftly and successfully managing your papers and files:
Don't Save Files That Aren't Needed
Make it a point not to keep everything that comes your way. Take a few moments to skim over the material, and only save a file if it's important to your job or needed by your company. Having too many needless papers clutters your workspace and makes it more difficult to locate items in the future.
Name The Folders and Files, In The Same Way, Every Time
Make subfolders for customers, suppliers, and coworkers under a primary folder, for example. Shorten the names of the folders to make it easier to remember what they're about. Color coding may also help you distinguish between various folder groups.
Group Papers That Are Connected in Some Way, Regardless of Their Format
Instead of having different folders for all information on a project, keep another single folder for spreadsheets, letters, store reports, graphics, and so on for a project. You'll discover docs for a certain project much quicker this way.
Keep Work in Progress Separate from Work That Has Been Finished
Some individuals like to leave current or unfinished work on the computer desktop or desk until it is finished. They then relocate it to the proper place, which is where documents of the same type are kept after it's completed. Transfer files you're no longer operating on to the file system where your finished work is saved on a regular basis (every week or every two weeks, for example).
Don't Overfill the Folders
If you have a lot of files in one folder or a lot of subfolders in one primary folder, divide them up into smaller groupings (subfolders or sub-sub folders). For example, a folder titled "Business Plan" may be divided into subfolders titled "BP2020," "BP2021," and "BP2022." Similarly, you may break a folder labeled "Finneas Automobile sales presentations" and "Finneas Automobile contracts" into subfolders for a customer called Finneas Automobile. Rather than having a vast list of files, the aim is to organize each file into a sensible folder or subfolder.
Date-Order Your Papers
Make the dates of a document stand out by highlighting it, adding it to the paper document, or putting it in the name of an electronic document. You'll be able to order your papers chronologically without actually opening each one individually. You'll be able to locate them with more ease in the future.
Scan Paper Documents into Digital Format
This is handy if there isn't a lot of room for paper documents, wish to preserve them without entirely destroying them, need to distribute papers electronically, or want to safeguard your data storage. (However, this won't be acceptable for all sorts of papers -for example, documents with any original signatures or legal contracts so -exercise caution.)