Business

Handy Tools for Those Who Work Around a Lot of Paperwork

posted by Chris Valentine

If you are self-employed or running a company, chances are that you’ll come across a variety of stressors. If you guessed right, organizing your business’ paperwork is one of the most common stressors. Bringing some order at your workplace is the first step to ensuring seamless operations while improving workplace efficiency. This also provides you with a sense of control over all your administrative tasks. Interestingly, cleaning up and keeping your paperwork organized may not exactly be your idea of fun and it’s expected that you may feel overwhelmed at some point along the way. But if you are desperate enough to give it a try, you are in the right place.

So what’s the catch? While there are no miracle tools out there that will help to get your workplace decluttered or perfectly organized at minimum cost and effort, there are surely products that will save you precious time and energy when it comes to paperwork organization. It all boils down to how effectively you can use these products and the paperwork systems you’ve put in place. Fortunately, it’s not as hard to find them as most people think.

Below we’ll be looking at various handy tools for those who work around a lot of paperwork so stay tight!

1. File Folders

Regardless of your business’ size, and the fact that you use a lot of paper at your workplace, it’s very likely that over a short period, you’ll accumulate a lot of data stored on paper. This may range from financial information to employee information, tax details, client details, and vendor information, just to mention a few. It’s of great importance to have an efficient system that allows you to sort out such paperwork in an actionable arrangement to make it seamless to locate your most important documents whenever you need them most. File folders will allow you to label your files into specific categories such as “to pay files”, “to send files”, “to print files”, etc. Even though they have certain limitations, traditional file folders have some advantages over electronic filing systems too. Nonetheless, if you work around a lot of paperwork, file folders might just be the best solution for you.

2. Franking Machines

There is a common misconception out there that unless you’re sending large amounts of mail, you don’t need a franking machine. But let’s face it, sending only 10 mails per day can amount to hundreds of pounds at the end of each year. In a nutshell, a franking machine will save you money. As if that’s not enough, having the best franking machine will also help to streamline the mailing process at your workplace and enhance the look of your mails. With a good franking machine, you can have your company name and logo included on all your mails, along with a return address, just in case the mail ends up with the wrong recipient. Needless to mention, it also doubles up as a marketing tool for your business.

What’s more, rather than having your employees waste time running to and from the post office, mail-stamping and weighing can be done right in the comfort of your workplace. But before investing in one, there are a few considerations to take into account, some of which include:

  • Consider the number of mails you send in a day
  • Compare prices from different vendors
  • Check the service contract and the warranty
  • Go for manufacturers who offer handling training
  • Check the mail-mark feature

The above pointers will help in the decision-making process to ensure that you pick a franking machine that is best suited for your company’s needs. The unique aspect of the franking machine is how it simplifies the mailing process with the provision of customization while displaying a great deal of professionalism. This surely is a tool anyone working around a lot of paperwork will find highly beneficial.

3. Paper Shredders

If you use a lot of paper in your workplace, especially if you do a lot of printing, chances are that you encounter printing errors from time to time. But wait, there’s more. If you are in an information-based type of business, it’s critical to keep your most confidential company secrets intact. In addition to this, you also want to ensure that your company’s sensitive information never falls into the wrong hands. This may include financial statements, employee details, bills, and client information to mention but a few. Before sending any document to recycling, it should first be passed through a paper shredder. Let’s take a look at the reasons for shredding:

  • It’s required by law for compliance purposes
  • It’s environmentally friendly
  • Protects your employees and clients from identity theft
  • Adds convenience
  • Paper shredding is fun!

4. Scanners

If you are working around a lot of paper and are interested in reducing carbon footprints and reducing the amount of unnecessary paper in your workplace, then it’s time you considered working in a digitized environment. As earlier mentioned, the manual document filing system has its perks, but there are so many limitations to using paper. Papers are prone to damage and being misplaced, which amounts to the wastage of valuable time and resources hunting down misplaced files. Let’s face it, is that something you’d like for your business? Using a scanner will allow you to scan your most important files and create a digitized filing system that is more efficient and secure. Now, you don’t want to miss the next part. Scanners will help to improve workplace efficiency, reduce paper duplication, enhance document longevity, and reduce the amount of space that’s taken up by huge filing cabinets in your business premises. If these are not enough reasons to use a scanner, then perhaps operating in a more efficient workplace isn’t your thing!

If you are spending too much time looking for documents, there are higher chances that you are losing valuable productivity. It’s true what they say… time is money. Working in a chaotic workplace will affect your work performance. To help you improve productivity in your office when dealing with a lot of paperwork, here are some surefire tips on how to organize your workspace for improved productivity. They include:

  • Workplace purging
  • Rearrange your workplace
  • Develop an efficient filing system
  • Manage your time wisely
  • Consider utilizing digital/electronic storage tools

Sounds amazing, right? It surely is! Nothing beats the feeling of working in an organized workspace. But here’s how people run into trouble, purchasing tools and products they thought could end their miseries only to find that their paperwork woes are not over. The above information will provide you with insights to invest in the right workplace tools not only for those who work around a lot of paperwork but to those who want to have an organized workspace.

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