The paperless work environment has changed the business landscape forever. Earlier, I wrote a blog about why switching to a paperless office makes good business sense. In this blog, I am going to talk about the process of transitioning to a digital office in a few simple steps.
Step 1: Begin with a clear plan
Visualize how you want to structure your digital folders. Create a layout on paper how your digital filing system will be structured. Probably the most important element when planning your digital filing system is giving your folders and sub-folders descriptive names that are logical to you.
Step 2: Categorize folders by topic
Organize all your folders by topic. A few examples are banking, marketing, and travel. The file name provides a snapshot to locate information quickly.
Step 3: Name sub-folders to fit folders
Create sub-folders within the categories you have named. Your sub-folders need to fit with your folder topics. Make all your folders and sub-folders concise, unique and indicative what they contain. Consider how you look for your information.
Step 4: Use of letters, numerals, and special characters
Digital order is sorted numerically and alphabetically. For example by date April will be before January because the order of the alphabet. To simplify processes, use numerical order e.g. 01 (January), 02 (February), 03 (March), etc.
Step 5: Keyword Functionally
The order of importance rule is essential digital filing date and time. Dates order: Year, Month, Day (e.g. YYYYMMDD, YYYYMM). Time: Hour, Minutes, Seconds (HHMMSS).
Do not use spaces or other characters such as: ! # $ % & ‘ @ ^ ` ~ + ; . ; = ) (
Paperless office reduces cost, increases physical space and has numerous time saving benefits. By staying consistent and following a logical format, your digital office system will work efficiently, effectively and productively for you.
Elizabeth Densmore is the owner of Office 2 Office Business Solutions in West Kelowna, BC. Office 2 Office Business Solutions offers a range of office efficiencies for your small business to operate at top capacity by introducing the tools, training and strategies to become more effective and productive. Elizabeth provides the guidance to streamline systems that accelerate, organize and simplify everyday processes.