The key to successfully dealing with your paperwork is to keep up with it. Granted, this is easier said than done. If you are starting with one big mess, the first thing to do is sift through it and decide what to keep and what to throw away.
1) Purge
Throw away, shred, and recycle all junk mail, catalogs, and out-of-date information. Be aggressive. When in doubt, throw it out.
2) Open all mail
Trash all advertising inserts. If you pay your bills online, discard all payment envelopes. Shred loan offers and checks from credit card companies immediately. Don’t even look at them.
3) Sort in Piles (or storage bins if necessary)
Examples: Bills / Bank Statements / Correspondence
4) One-by-one take immediate action
Starting with one pile, resolve what to do with every single piece of paper in front of you. Do not postpone these decisions.
5) Do it
Chances are you will either have to Pay it, File it, Record it, Respond to it, Sign it or Scan it.
Do not create a new pile for any of it.
6) Implement this system – daily
Have an in-box on your desk for new arrivals.
7) Create a To-Shred box.
Appropriate paperwork should be added daily.
8) Organize your passwords and usernames
Use a software program such as One Password and /or keep a hard copy safely filed.
9) Vendor List
Keep ALL of your vendors listed by name of company. Include phone number, contact person, account number, ordering information. Add to it as needed and post it so that it is accessible to your staff.
10) Straighten up at the end of the day.
This should only take few minutes. Get rid of what you can and tidy up what is left. Once a week, wipe down your desk, monitors, and keyboards.
Keep in mind that walking into an organized office every day makes a difference for you and your employees!
Michael Rosman is a member of the Catersource consulting team. If you would like information about him coming to your business to address your specific needs, please email Carl Sacks at [email protected]. His book, Lessons Learned From Our Mistakes – and other war stories from the catering battlefield is available through the Catersource store.
You can visit Michael’s website at www.TheCorporateCaterer.com email [email protected].
