Office Organisation - The Secret of Success? Part 2

Just like paperwork, computer files need to be kept neat and tidy to ensure that they can be found easily. I am assuming that your operating system is microsoft based where files are stored in drives. If you work for a medium to large company there may be several drives and each department may have a separate one. If you work for a smaller company you may only have one - like on most home computers. Each of these drives then consist of directories to hold your folders and files.

It is these Directories that need a system. All files, folders and directories will automatically be sorted into alphabetical order so you don't need to worry about that. Main directories come first, then folders and then files. Let's use an example - you work in accounts, so in all probability your main directory will be called Accounts. In your main directory you may then have folders for each year and in the year folders, files for that year. The year folders can also be sub-divided into names of clients or members of staff, whatever seems most suitable. As a company developes so the filing system may need to be revised.

It is good practice to keep reviewing your filing systems so that files can be found easily. As time goes by so files increase and you don't want to have to spend valuable time looking for them. There isn't a definitive system for filing, but common sense and practical usage is paramount.

Just one last comment - keep your systems simple and use directory/folder names that are easily understood by all who have to use them. This is a task that my consultancy offers. I would always ensure that I discussed with the staff using the files that any system I set up is user friendly and tailor made for their needs. For more information please go to my website: http://www.mgbusinesssupportservices.com/

Office Organisation - The Secret of Success?

Have you ever searched for what seems like hours for that important address or necessary document? Has your boss stood at the side of your desk while you try to find that spreadsheet on your computer? Whether it's paper records or computer records the quicker you can find them the more time you have to actually deal with an enquiry. And the less frustrated you feel!

When I first started work computers were not the norm. It was paper records........mounds of paper records! My first job was in the Inland Revenue as a Tax Officer. Sounds like a grand title, but everyone had to start at the bottom! And the bottom was - you've guessed it - FILING!! Nowadays not many businesses have the resources to employ someone just to keep the filing up to date. Nor is it so necessary because of computers. However, some thought needs to be given to filing systems whether on the computer or paper records.

Firstly lets look at paper records. There are two main things to consider regarding filing these - having a system i.e. alphabetical/type of record and ensuring everyone knows the system.

In a smaller business it is usually whoever has the time (ha! ha!) does the filing. However, if you have a filing system, rather than a heap of paper (or several heaps of paper) and you ensure that everyone is aware of it, the several heaps can be minimised. If, say as part of the wind down to the weekend, Friday afternoon is filing time and everyone in the office helps it is all soon done. Come Monday, everything is in order to start the week.

For the office with an unusually high paper base a daily filing time is a good idea. Last thing before going home is a good time and then you start the next day afresh.

If it is part of your job to keep the filing up to date it is still a good idea to to have a time for doing this. It is also important that everyone knows your system for those times you are absent from the office. It's sod's law that you boss needs a file while you're at lunch so he/she needs to know how to find it. Of course there are some bosses who can't be bothered to learn the system and so a list on the outside of filing cabinets can be useful. You only need to put brief details on these lists.

These sort of lists are useful whatever the office size and they do ensure that everyone can find relevant files. This goes a long way to an efficiently run company and consequently a profitable one.

Office Organisation - Record keeping

In previous articles regarding Office organisation we have looked at filing, both paper and computer. Now lets have a brief look at the actual records themselves.

Firstly, why do we need to keep records? This may seem a silly question, but it is surprising how many businesses don't keep adequate records. Some small firms often have a drawer, or several drawers, crammed full of paper. They may have separated these records into 'bills', 'clients' and payments inward/outward, but this doesn't help find a specific record when needed.

What might you need these records for? A telephone number, an address, the last order a client made? You also may wish to advise all your clients of a new product or service you are offering. An excel spreadsheet is one of the best ways of keeping these records. An access database is another, but requires more technical training.

Let's look at an excel spreadsheet. On one sheet in a spreadsheet file there is enough cells to keep huge amounts of data. By using a sheet for each 'filing' type you can keep most of your business information in one file. This information can then be used to create reports, mailing lists and simple profit and loss information. By the use of formulas, pivot tables and macros your simple spreadsheet can give you professional reports and up to the minute information easily.

OK, so you're not an excel whizkid. This is where a Virtual Assistant can help and once again is something my consultancy offers. We look at your current computer files and after discussion with you make the spreadsheets work to suit your business needs. This can be as a one-off task or can be ongoing to help you keep your records up to date. If you would like more information please go to my website and you will find a simple form to complete on the 'Contact' page.
www.margaretgammons.co.uk