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Any small business owner will be more than familiar than the sheer amount of paperwork that comes hand in hand with running affairs. Chances are that you will have drawers filled with documents, letters, and other forms of contracts and correspondence.
That’s not to mention the filing cabinets, folders, and other paperwork hideaway spots. Now, it’s important that you keep everything that you could possibly need, of course. But we often end up worrying about losing some information that may seem insignificant at the moment but turns out to be pretty essential later down the line. So how do we go about getting the balance right without overflowing our office and workspace?
Here are a few ideas to help you to take control of things!
Dedicate One Day a Week to Mailing
It’s likely that you have all sorts of bits and bobs to physically mail out. However, when things get unorganized, you can end up forgetting to address envelopes properly, missing postage stamps, and even completely leaving certain correspondence behind. You don’t want customers, clients or partners having to get in touch to chase up what they’ve been expecting in their mailbox. However, at the same time, you don’t want to be visiting the post office multiple times a week or even more than once in a day.
Instead, dedicate a specific day every week to mailing parcels and letters out. This way, you can put all paperwork into a large mailing bag, then take this with you to the post office on the right day. Alternatively, you could have a courier pick it up from your place of business. You will also then be able to give people an exact date that their post will be sent out and arrive. If you worry about your handwriting being mistaken or incomprehensible, make use of direct mail printing. This takes the worry and a whole lot of effort out of your hands.
Invest in a PO Box
If you think that getting post out can be a hassle, wait till you experience the trouble that can come with receiving a post. Often, you will receive deliveries that need a signature on receipt, but will not be on the premises. To avoid missing important letters or correspondence being returned to sender, invest in a business PO box. This is a designated spot where a post can always be retrieved from.
Make Use of Cloud Storage
You may be reluctant to throw correspondence away, but that’s okay. It doesn’t mean that you have to fill your office space with it. Instead, make use of cloud storage. This is a virtual means of storage. All you need to do is scan your documents and upload them to the cloud. They will then be securely stored and can be retrieved at any given moment, meaning that you can throw the physical copy in the recycling bin!
These are just a few ways to get on top of managing your paperwork in the most productive and organized way possible!