Organizing documents correctly has been and is a priority in any company. Every day, companies turn paper documents into digital files to increase their duration. However, certain ways might help you to manage your office documents even better. Fortunately, it is not difficult to make office space in a friendly working environment with a few small adjustments. This article will inform you how you can manage your office space and what you can do to organize your documentation efficiently. Read and learn!
Why is it essential to organize your digital documents well?
Presently, organizing documents is easier than ever before. There are diverse, smart solutions that can help companies to manage their offices effortlessly. Effective document organization is required when running any sort of business because it saves your time, and in the business world, time is money.
Choose a comfortable and spacious desk
The choice of a desk is an important factor. Pay attention, for example, to the size of the worktop. With a width of 160 centimeters and depth of at least 80 centimeters, there is enough space for a screen, your notes, and a cup of coffee. The height is also important: between 73 and 75 centimeters is the most common. Finally, look for any storage space, color, and style of the desk.
Organize your workspace
Every workplace has its requirements. But do you pay attention to keeping it well-organized? A neatly tidy desk leads to productive behavior, and a more structured approach and ensures that you can work more smoothly. So, organize your papers, pens, and office supplies in a handy storage and take care of a wall cupboard or trolley. There, you can keep all the documents that need to be archived.
The 30-second rule
We can describe the 30-second rule as the maximum time we can spend on searching for documents, tools, or information. We must, therefore, ensure that the resources that we use every day are within reach. This provides smooth progress of the work.
A Tidy Office
Remove unnecessary items from your desk so that you keep your workplace as clear as possible. This allows you to work more efficiently. Also, it is useful to have 2 desks or worktops: 1 to work on and 1 for your computer, telephone, and other supplies. Make sure you can easily store your things somewhere. List your tools and give everything a permanent place.
3 containers to work better
Take 3 containers for ‘In’, ‘Out’, and ‘Wait’ and put them within reach. They are meant for things that you handle in the course of a few days. The bin ‘In’ is for new material, and the box ‘Waiting’ is for things that you can’t do now, for example, because you are waiting for someone else to respond. The ‘Outbox is for items that have been dealt with but have not yet been sent. Do not use the ‘Outbox for documents that need to be stored, rather do it immediately.
Use Apps that can help you to organize office documentation
Today’s mobile world is filled to the brim with applications for smartphones and tablets. They usually take away precious time, but they can also make daily tasks more efficient. Below, there is a list of the most useful APPs that can help you manage your official documentation.
FaxBurner allows you to send free faxes and receive them to your email or iPhone. With FaxBurner, you can generate multi-page faxes from your photos, sign fax without printing it, and archive old faxes.
iScanner creates a document scanner from your iPhone or iPad. It’s useful for scanning quick receipts, notes, or schedules via the camera of your device. You can scan multiple pages per document. You can store the result as a PDF or JPG file and synchronize it with, for example, Dropbox.
WPS Office + WPS PDF reader
This APP helps you to manage, edit and create documents, presentations, and PDF files. It is one of the best applications within the Office category and allows you to open files from a mobile device. You can edit and generate Excel spreadsheets, Word documents, and PowerPoint presentations from your smartphone. Besides, it is possible to view PDF files and attach them to email messages. It connects easily with any cloud storage service.
As you can see, there are several possible approaches to managing your office documentation perfectly. Use the tips mentioned above to enjoy an effective and well-organized office.