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Reduce Clutter - Go DigitalOne significant way to reduce the paper clutter around your office and in your life is through digital channels. Converting as much paper into digital format not only reduces clutter it also helps the environment. The epitome of efficiency – accomplishing two goals at the same time. One of the cheapest, probably free, and easiest ways to get started is paying bills online. Contact your bank to find out how to get access to their online banking system. So you feel comfortable, verify the banks data security measures when setting up access to the online banking system. Once you add a payee into the database you have a history of payments and do not have to reenter the data every time you pay a bill. In fact, you only have to put the amount and due date of the payment. Great if you are on vacation or out of town. What are the savings from this method: supplies, checks, postage, gas and time. Wow! Just by paying your bills online. The second component is using a scanner. There are numerous options and price points to choose from. I would recommend a scanner that can process business cards, receipts and documents. That way you are only purchasing one item. Scan the business cards you collect that end up in piles on your desk or in a drawer. These individuals are untapped resources, referrals and potential clients. Scan the business cards into your computer and verify the accuracy of the information. Now the contacts can be imported into your database. Either pass the person’s card onto someone who you know could use their services or recycle the paper. Receipts are a real challenge to organize during the fiscal year. By scanning the receipts you can organize them into deduction categories. Some scanners also give you the ability to export the data into your bookkeeping program. Verify with your accountant f the original paper receipt can be destroyed. You will have a digital list that can be run as a report for tax purposes and you reduced the paper you need to organize. In fact, you can keep your shoebox of receipts because they are organized on the computer. Documents can be scanned, and depending on your contact manager, attached to the client or contact on the database. Thus reducing your paper records considerably. The key to going digital being successful is treating the digital records like you would paper in terms of organization and ease of use. It must be organized in a logical manner and easy to find if you need to reference the document. Scanning without organizing the records results in electronic “piles” and clutter. Vitally important is backing up electronic records. These should be done frequently if not daily. There are many options for backing up records from external hard drives to a web based backup service. When considering backup options also take into account the possibility of a disaster and how to protect those records. For any questions or comments please email us at cmc@crollorganizing.com. Leave a comment |
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"She was so realistic. Other seminars I’ve been to like this left me feeling like “how will I apply this”, I did not feel this way. I am leaving feeling like I have some good building blocks" Sheri Caslin "I'm editing the Croll Organizing audio series: I keep wanting to hit pause and pull out a whiteboard to start organizing my hats, and I've already tackled some of my scheduling problems -- you bet I would buy this series! It's a good thing I can listen to it again and again." Criss Ittermann Hudson Valley Business Edge 2008: Anthony Church Time Management Seminar: "Very informative. It was upbeat and there was no danger of falling asleep! Thank you for answering all questions" Daniel Benotti "Cindy helps you set goals, allows you the time to modify &/or refine them while breaking them down into bite size tasks. Her desire to understand all elements of my business is helping me start recreating the office of my dreams to better support our rapid growth....I'm looking forward to working with Cindy on an ongoing basis to help us easily handle more projects & deadlines, while making room for my first employee. Croll Organizing is now a strategic partner to help us maintain a workspace focused on helping meeting more clients needs in a shorter space of time....Thanks for your incredible support & amazing services!" Melanie Richards Mary Kay Seminar: Christine McDowel "I can honestly say that hiring you to organize my office was one of the best investments I have ever made. I was sceptical at first, thinking that it would be impossible for you to organize my dest and workflow because you are not an insurance person by trade. Now each monring when I walk into my office I feel energized rather than depressed. I am working much more effectively and efficiently because I am not distracted by piles on my desk...." Cathy Smith McCarty "The difference is incredible!...the daily process…allows me to service clients and prospects at a much greater level of efficiency and all it cost me was time with you. Frankly I feel for what you charged me I received tremendous value. Now I know where everything is all the time. The office functions like a well oiled machine and I am far more productive than I have ever been. And with a lot less down time and stress!" Scott M. Lask "...I can still hold on to my system and be able to put my hand on what I need three or four times faster. It was a very real Eureka moment." Joseph F. Hoffman "Now I have the basic tools that I need to get it together. I went shopping yesterday for the office tools that I will need to start me on the track of being better organized. Thank you so much." Brenda Hall "Cindy created an effective filing system for my company which will increase my productivity and help me to achieve my goals faster and easier. You are a professional in every sense of the word." Katherine G. |
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