Loose papers and clutter is not efficient. Scattered piles not only look messy, but they are also time consuming and difficult to assess, search and index. Don’t fill your mind with complex locations of important pieces of paper. Try to stick to the following rules:
- Utilize filing cabinets and separate files according to: customer profiles, product specifications, vendor information, estimates, work orders, invoices and more. Be sure to properly label all items and develop a consistent method of filing, (i.e. alphabetically).
- For documents that need to be kept at an arm’s length (for immediate and/or continuous reference), wall mounted pockets and/or desktop trays are ideal. They will keep critical documents within reach while maintain a pristine work space.
- In order to save space, consider archiving older or outdated files that are not utilized very often. Past customer files can be sent off to a storage facility, thus freeing up space and reducing the amount of items that need to be tended to during the course of a normal work week.
Basically, the key is to assign every item to a designated place. Not only will they need to be designated, but they need to be labeled as well, so that they can be found and obtained at a moment’s notice by your office mates. Keep in mind that new items will be added over time, so you will need to ensure that there is room for growth as you begin to organize and assign living quarters for items. Also, eliminate all of the freebies that you have acquired and never use from vendors, sales reps and more.