Beware of Digital Photo Copy Machines
Check out this 5 minute video from CBS news that’s definitely worth watching. It shares the rarely known fact that most digital photo copy machines made since 2002 have a hard drive that stores copies of everything copied on that machine. It even goes a step further to shows how easy it is for those confidential document copies to get in the wrong hands.
How long should I keep this paper?
So what should you keep and how long should you keep it? Following is a list of documents and suggested retention times offered by the Better Business Bureau (BBB):
Filing System
This is the “after” picture of the files. As you can see, we broke the files down into sections using colored hanging folders, and we even put the filing tabs in a straight row for each section. This makes locating and returning files much quicker, and eventually without much thought at all.
Filing Fiasco
This is a before picture of the filing system of a very busy, overwhelmed executive client of ours. The problem she was struggling with is a very common problem with entrepreneurs, her business grew very quickly. Doesn’t sound like a problem, does it? Actually it’s a good problem to have, but it causes a great deal of everyday stress because there are no systems in place to track or complete the endless amounts of office work you have as a business owner.
Perfectly Productive
Look at the dramatic difference in this after picture from our Messiest Desk Contest. Imagine how much more productive the client will be now that they are organized and not distracted by all of the visual clutter.
Where's my desktop?
One of our areas of expertise, and an area we love to coach people on is paper management and workflow. So many people struggle in this area. It’s a real joy to be able to teach someone how simple it really can be to be more productive if you take the time to set up systems and processes for your paperwork, tasks and stuff.
Let's find your desktop
If your resolution this year was to get organized, I want to be the one that helps you reach that goal. Taking the time and energy to get organized truly changes your life.
Answer the phone!
At Simplified Living Solutions, we get so many phone calls that it’s hard to keep up with them. If I had to pick the hardest park of owning and running this business, it would be trying to return all of the phone calls when time allows.
Break free from your paper piles.
Are you drowning in paper piles? Do you feel like you work hard all day and get nothing accomplished because you’re running in circles looking for things? Paper clutter and disorganization is a very real problem.
Weekend Project
What little area in your home or office is so disorganized that it’s really creating havoc in your life? Why not tackle it this weekend? Here are some little projects you should be able to complete in 3 hours or less. And by taking the time now to tackle those areas, it will save you time and stress in the future.
Business Cards
What do I do with all of these business cards? That’s a question we hear alot. Here’s my suggestions:
- Purge cards from people you don’t even remember.
- Purge duplicates.
- Spend a moment on each card, and decide if you really want, or need, that person’s contact information. Purge those that you don’t need.
- The top 3 suggestions will probably weed out at least 1/2 of the business cards you have, if not more. Enter the remainder into a contact management database such as Outlook or ACT!.
- Toss the cards after they have been entered into the database.
Keep It Simple
Being organized really is as simple as finding a home for everything, and then setting up systems to maintain it. An important part of getting, and staying organized is to keep your systems simple. Here are some examples of how to keep it simple:
- Too many files will slow you down. Rather than setting up individual files for each bill you pay, set up a file for bills you pay by month.
- Storing paperwork in hanging files is more effective than storing them in a binder. All you have to do is drop them into hanging files. With a binder, you have to hole punch them first and then take the time to place them in the binder. These small additional steps are enough to make you not do it.
- A paper action system without a lid is more likely to be used than one with a lid. Just having to remove the lid to use it is a big enough deterrent that it won’t get used.
Tired of searching for electronic files?
When you stop to think about how much time you waste (lose) searching for things, and the amount of stress it causes, you will understand the value of taking the time to get things organized. You will gain back the time you spent getting organized in no time, and you will save lots more time and stress on top of that!
SLS Chosen as Top Ten Websites by SocialYell.com
Simplified Living Solutions was chosen by SocialYell.com as one of the top ten websites for reducing and recycling your junk mail. I am a really big advocate for people making the time to take the steps necessary to reduce their junk mail. I have handed out the information with the necessary steps so many times that I finally posted it on our website. It will only take you 20-30 minutes, and $1 – $2 to complete the steps. And it will save you so much time and stress in the future dealing with junk mail. I promise! What are you waiting for?
Want to be more productive at work?
If you want to be more productive at work, it takes planning. What do I mean by planning to be more productive? That means taking the time in advance to:
- Determine every task, paper or project that comes across your desk.
- Establishing a home for each task, paper or project. This is where it will live until you have the time to work on it.
- Do like things with like things. Make all of your phone calls at once, pay all of your bills at once, etc.
- Create a schedule for when the work will be done. Normally tackling the biggest project, or the thing you dread the most, first thing in the morning when your energy level is at it’s highest, is best.
- Combine tasks. Is there a way to get two things completed at the same time?
- Clear your desk at the end of each day so that when you return in the morning you will start your day feeling inspired and motivated, rather than overwhelmed.
Paper, paper, everywhere!
I recently worked with a client that had 7-8 boxes of paperwork sort of scattered throughout her home. Dealing with the paperwork seemed daunting and overwhelming and so she just put it off. In reality though she was dealing with it every day by not dealing with it. She felt stressed, depressed, overwhelmed and out of control all of the time.
Simplify your office, increase your productivity
If you are a small business owner like myself, you probably started your business because you love the work you do. Unfortunately, running a small business requires much more than just doing the thing you love. You have financial records to keep, marketing to create, clerical work, customer service and much more that steals your time.
Free Freedom Filer Offer Ends Today
Are you tired of drowning in paper piles? Always searching for things but can’t find them? It’s not your fault if you feel frustrated by filing! Most filing systems take too much time to file, hide the papers you often need, and require unnecessary maintenance. It’s no wonder many of us resort to paper piles! The problem is not with you; it’s the filing system you’re using.
Increase productivity in the office
Taking the time up-front to get organized in the office results in a large number of benefits including increased productivity, reduced stress and more time to work on what really matters.
About the Author
Sue Anderson, CPO®, Owner of Simplified Living Solutions, is an expert in the professional organizing field, specializing in paper management and messy, unproductive desks, offices, home offices and filing systems.
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