Take a look around your office. What do see? Stacks and stacks of papers, forms, letters. And on the shelves? Archive boxes filled with invoices and notes. And what’s in that bin by your feet? More waste paper, scrunched up doodles and failed ideas.
No one likes to see paper waste taking over the office. In fact, just the sight of a large stack of papers is enough to make someone’s stomach churn and persuade them to turn around and run for the hills. Getting rid of the paper waste will help your business run more efficiently and cheaply.
Get Some Proper Storage
Buy a simple filing cabinet and you’ll have an easy to organise box where you can stuff whatever papers you want. Buy a couple of labels, slap them onto the folders, and it’ll be almost impossible to run out of organised space to store all your documents.
Using lots of shelves? Then at least get some archival boxes and use them properly. They have labels for a reason, so get a nice thick pen and write in big letters what you’ll be putting into it. Bills, invoices, ideas, drafts—whatever it is, make sure it’s clear what’s inside so you don’t end up make several boxes with only a few sheets of paper in each.
Every table in your office needs a paper tray. They’re usually cheap and made of plastic, so it’s light and easy to buy in a bulk. Get stackable ones so that your employees can organise whatever incoming and outgoing papers land on their desk. It makes it easy for them to sort, and it makes it easy for you to pick up whatever you need from their tables.
Hire a Helping Hand
Sometimes the amount of paper and documents we have are just too much to handle. There are times where document management is best left to professionals if you’re in too deep. Sure, you might need to pay a little extra than hiring a couple of your employees to do some overtime, but what makes you think they are capable of sorting thousands of paper documents without it affecting their regular work? It just doesn’t work.
Don’t Be a Technophobe—Go Digital
Ask yourself how you got into the position of being swarmed with paper documents, and chances are you’ll realise it was because you were stubborn and didn’t want to switch to electronic alternatives. Invoices and other billing services can be done completely online on the cloud with software. Why waste time, effort and money on physical media? It eats into your company budget, and it’s actually more convenient for your clients and customers when you give them online options.
The same can be said for note taking, sketches, and drafts. They can all be done on a computer and it saves money on pens, ink, pencils, and of course paper. An investment into a tablet device is worthwhile if you find yourself spending hundreds on physical media. Digital alternatives are also easier to send around the office and give to people over the internet.