I think you should watch this video and get an answer about how to create them. It does not mean that all the e-mails are business related or that much necessary. So sort them according to their purpose. A document management software can do the same for you, it can capture the e-mail and store it for future use. I found this discussion very interesting on MakeUseOf.
Do not skip this process, as it is the most crucial one. It is an important step, because if we are in a hurry, then we have to find the files as soon as possible. So creating a short-cut of the file will make the searches faster. Though its not an organizational tip, still I will recommend this because for the quick visuals of the files. Customize the icons according to their purpose. Identifying the folders will be easy. If you still require to have some paper documents in your office, then you have to put a label on everything.
Get a suitable labeled and start labeling. Thus whenever you are trying to find any paper, the labeling would help you find it with ease.
Use only one idea or all of them, as mentioned earlier, sticking to it will definitely save you the worries you usually have when finding a vital document urgently. This would save you time as well. If possible, going paperless would make you one step closer to be environmentally friendly. A neat and clean office is a great place to work in. While you are organizing your business files and folders, you should clean your desktop, your drawer and place the other essential things like notepad, sticking-tape, sticky notes in one place.
Also, keep an eye at the hygiene of your workplace. Keep the file name the same, but add the initials of the editor onto the end. Change the file name to include v2 on the end and remove the initials. This will become your second draft. Open the file, make your edits, and send your file back out for review. Because the number of reviews and drafts your file goes through can vary, repeat this folder structure as many times as necessary. Looking back on your folders later, this will help quickly find the final version of the file.
If you haven't already saved earlier versions of your files, you can restore recent previous versions of files in Dropbox , OS X , Windows and more. If your Desktop houses hundreds of files, all related to work for just a few clients, creating folders for each client might be your best bet. Or if you have an overwhelming number of receipts for business expenses, sorting them in folders by year or month could be the simple structure you need.
However simple, find a system that works for you, and then stick with it. Consistency is what will help you stay organized in the long run. Instead of—or in addition to—folder structures, try tagging files. The benefit of tagging is the ability to add multiple tags to a file, such as tagging an invoice for Client XYZ with an "invoice" tag and a "Client XYZ" tag.
Then you can see all invoices together or all files related to "Client XYZ" together, depending on your query. You could store the report within a folder structure like this:. Or you could simply add "department," "report type," and "date" tags to the file and avoid folders altogether, like this:. So when you want to find this file again, you can search for it by tags:.
The key to tagging is to tag every new file immediately and consistently. On a Windows PC, tags are supported on some file types, and can be added in a comma-separated list via the file properties pane. Check this guide for more info on tagging in Windows. Once you've decided on a folder or tagging structure, it's time to start using it. Eventually, you might want to go back and organize your old files according to your new structure, but for now, start fresh with the files you are working on today.
If you sync your files with OneDrive, Dropbox, Box, or Google Drive, you can use Zapier to automatically creating your folder structure. The first step to using Zapier, in this case, is deciding when you will need new folders created. If you make them every time new projects start, set up a Zap to watch your project management app for a new project. Or, if you want new folders created every month or week, use Zapier's Schedule tool to create folders on a certain date.
Then, connect your file sync app, and have Zapier make a new folder. You can then add more steps to your Zap , and have it make as many subfolders as you need—and can even have it copy default files into the folders. For example, if customers sign up for your service with a Wufoo form, Zapier will add their data to Pipedrive CRM, then create a new project folder in Box along with any subfolders you use in your folder structure.
If you need to save contracts, templates, or other documents to that folder, Zapier will copy them to the folder, too. Or if you want to make new monthly folders in Dropbox. Start your Zap with the Schedule app, choosing the day and time for it to run. Then, set up the folder structure you need for your month's work. Here are some other Zaps to help you get started. Then you can add extra steps to the Zap for each additional folder your structure needs.
Looking for more inspiration? See our article that features some of the best ways to add automation to your organizational workflows. Organizing your folder structure is only half the battle. Keeping your computer organized will also require tidying up your file names. Files are made up of two components: the name whatever you decide to call it and the file extension the type of file, like.
You typically don't need to worry about file extensions; they're set by the programs you use, and typically hidden by default on most computers. But you should take control of the file name. For that reason, writer and editor Jill Duffy recommends making sure each file name is:.
Indicative of what the file contains: Is your file an annual report? A to-do list? Put that information in the file name. In line with your business structure: This goes right along with your folder structure. Scannable: Make sure anyone who quickly glances at the file will understand its name. Here's an example:. Beyond making your file names unique, scannable, and easily understood, the Stanford University Libraries recommends these tips for good file names:.
Dates: Always write dates in yyyymmdd or yymmdd format, so your files will naturally fall in chronological order. In my examples above, I used mmyy because the folders were already organized by year making month the most important descriptor. Length: Be aware that some software programs have character limits on file names.
Include only necessary information in your names, and cut anything superfluous e. This ensures your files or folders will stay lined up how you want them too. Start general then get specific: Since your filenames will naturally be sorted from whatever you type first, start with the most general components year, department, client, etc. The list goes on. From the important to the minuscule, the sea of paperwork seems never-ending.
It can also give you a greater sense of control over the administrative side of your business. Seasoned business owners recommend investing in software for things like expense tracking, invoicing, and payroll, according to a survey. Here are seven steps to transform your paperwork management from messy to meticulous.
These items can include:. What you require can vary based on your existing system, business, and goals. Consider this your golden rule of organizing paperwork: The fewer times you touch a piece of paper, the better. That means you should think through a system of how you want to file those documents before you start sorting through them. How do you want to categorize them? There are numerous different options including:.
A good filing system should be intuitive. Whatever system you establish for your physical files, use the same one for your computer files. Doing so will help you identify the most user-friendly approach to sorting and separating those documents. Your future self will thank you. You probably have business documents tucked away a lot of different places.
This can feel overwhelming, so make the process more manageable by starting with one area at a time. Tackle that filing cabinet first before moving onto the loose papers scattered around your office.
Getting rid of paperwork can inspire a hefty amount of paranoia. What if the ATO shows up and demands to see that receipt from ? That concern is relatable albeit, not totally valid. How can you tell what should stay and what should go? Anything that dates back more than seven years can likely be discarded without causing any issues for your business.
Perhaps that booklet about your insurance policy can be relegated to a locked filing cabinet—you almost never look at it. But maybe you want the client contracts that you reference frequently to be within easy reach in an accordion file in your desk drawer.
Your filing system should help you, rather than create extra hassles.
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