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17 Ways to Reduce Handling Paperwork
Eliminating paperwork increases productivity
Working on a clean, organized desk can increase productivity and eliminate confusion and disarray. Below are 17 simple ways to eliminate accumulated paperwork and create a productive environment.
- Create a block of time during non-prime hours to handle paperwork. Schedule this in your planner and stick to it.
- Sort through and handle the papers in your in-basket no more than twice a day.
- Never handle a piece of paper more than once. Avoid the "I'll just put this here for now" habit.
- Throw away previous drafts. They serve no purpose.
- Limit the length of letters, recommendations, responses, meeting requests and other correspondence to one page.
- Ask people if reports they prepare (or you prepare) are really necessary. Prepare them only when needed, not as a regular routine.
- Do something with every piece of paper that reaches you and put it in its proper place -- not just back on the pile.
- Reduce the number of memos you keep. After all, memos are primarily for short-term information. Record the information you need and toss the memo.
- Create different file folders:
- Training file for useful items on personal or professional development
- Supplier file for information on products and services
- Invoices to pay
- Upcoming events to attend
- Throw out last month's copy of a magazine when this month's copy arrives. If you must save them only keep a year's worth. Stop subscriptions to magazines and newspapers you don't read anymore. This saves money as well as time and guilt.
- When you find items you keep putting off reading, ask: "How likely am I to read this and how valuable is this information?" Throw it out.
- Extra storage space ends p getting filled up quickly. Try reducing or throwing out extra paperwork collectors. Limit your stacking trays to two: one for incoming papers and the other for outgoing papers.
- Reduce your credit cards to one per adult, two if you use one for home and one for work. This reduces statements and bill-paying time.
- Reduce your bank accounts, if you have several. If you find yourself dealing with multiple bank statements every month, this is a good place to start.
- Pay bills by automatic deduction. Most utility bills can be handled this way.
- Put all your receipts in a small envelope. Sort through them every month or every quarter.
- Handle routine requests or tasks immediately whenever you can.
- Cut back on sending memos. Use a phone call or email instead.
Sharon Williams
©Sharon Williams. All Rights Reserved.
About the Author
Sharon Williams, MVA, PREVA, is president of The 24 Hour Secretary and provides administrative, secretarial, marketing and internet-based virtual support services for successful but sometimes overwhelmed executives and busy entrepreneurs. Subscribe to Smart Business= Success, the free monthly ezine stocked with business tips for the busy professional. Contact Sharon by email.
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Eliminating paperwork increases productivity
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17 Ways to Reduce Handling Paperwork
17 simple steps to reduce paperwork and increase productivity.
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