Ten Tips to get your office in tip-top shape
I’m in the mood to get down to business – in the office. Want to join me? Great! Only where do we start? We all heart that light and bright feeling of being in fighting form in body, home and business – but how do we get from the heavy here and now to the buoyant stages of an in-shape, stripped down life, especially in the office? It seems tips for cutting back and tossing the excesses in home and diet can be found without a lot of effort, it’s getting an office into tip-top shape that stumps the best of us. To bridge that gap I have my Official Office Summer Slim Down – 10 steps to get started on an office diet of sorts, so you can start the summer with a spring in your step!
In my experience the issue that most plagues my clients (and their business and/or home offices) is the plethora of paper. Where to put it, when to file and/or purge, what papers should they keep and why. With this challenge in mind let’s focus on an office slim down with the intent of going as paperless as possible. We all know that going light on paper is more sustainable for the environment because it saves trees. The funny thing is it’s also more sustainable for your personal/professional environment as well – the less paper you use and store, the more you save in time, energy and money.
Here’s how to slim down your office for the summer:
1. Going paperless means going digital. Don’t jump without a net. Make sure you have an external drive backing up your computer(s) and create a redundancy using an offsite backup for good measure (in case of theft, fire, flood etc.) I recommend Mozy to my clients. We heart safety.
2. Sign up for paperless billing wherever possible and halt the influx of paper. Selected banks will allow you to sign up for bill payments online and are therefore paperless. See your bank for available services.
4. Have your daily or weekend newspapers sent to you through your computer so you can read online and consider doing the same with your magazine subscriptions. We love the information, but not the paper pileup.
5. Have an up to date address book/database on your computer so you can get rid of the stacks of business cards. If you are in a business where you receive a lot of cards it is worth investing in a quality Card Scanner.
7. You can get rid of most manuals and user guides for appliances and gadgets – refer to online guides, like UsersManualGuide.com when necessary. Remember to take advantage of your favorites/bookmark bar for your most used gadgets.
8. Go through current magazines (if you must!) for information you want to keep. Scan favorite articles to create your own online archive of ideas you heart! Then recycle…
9. Invoices, client notes and records – all can be digital. Scan them and file in documents.
10. Finally, as note taking girl, Evernote is my favorite way to keep scraps of ideas without keeping scraps of paper. These notes are available to you on your phone, on the web and on your computer. Grab notes from the web, scan handwritten notes, take pictures of them and so much more. This application deserves a whole article it is so powerful!
Enjoy your slim and trim office my friends! And what a weight off your conscience too – knowing you are doing your part for the trees. Check back at we heart this next Wednesday for Part Two – Should I Stay or Should I Go? A guide on papers you should keep..
Readers – Have you ditched the paper in your office? Share your going paperless tips in the comments!
Jennifer Palais clears chaos and brings order to offices, business systems, schedules and minds and is known as an organizing expert and coach. Her approach is 10-years in the making: Inspirational, well informed and practical. It is a process filled with fun, joy and discovery. For more organizing tips, follow her on Twitter.
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