It’s that time of year again here in the northeast United States. The leaves are changing colors, the trees will soon be bare, and there is an unmistakable chill in the air, especially at night. Everything and everyone is starting to slow down as winter approaches. Some people hate this time of year, when sun-filled summer days are about to be replaced by dreary, cold snow storms. I actually enjoy when the seasons change. I feel like it gives me the chance to slow down a little bit – spend more time at home, relax by the fireplace, and take up one of the indoor hobbies I have neglected all summer. But many of my friends and colleagues are just too busy with work to enjoy these “little things” as much as I do. Those in retail, field service, manufacturing, and even healthcare are going a mile a minute, just trying to stay on top of their long to-do lists and paperwork. The good news is that there are practical ways of organizing and eliminating paperwork in the workplace (and at home) – all of which can add up to more time for you to spend on other things!
Here’s what I suggest…
- Think about where all of that paperwork is creating the most clutter and confusion. For me, this place is a countertop in my kitchen. My husband struggles with his desk at work. My father, a plumber, has papers strewn all about his work truck. A friend of mine who travels for work has piles and piles of papers – well, everywhere! In her office, in her car, at home, and in her briefcase.
- Come up with a simple, organized filing system. Color coding, along with neatly labeled cabinets, folders, and bins, can work wonders. I like to think of a few broad categories that most of my papers can be sorted into. One of my friends works in healthcare and has filing cabinets for patient information, forms and office information, bills, and insurance information. This friend also has a desktop organizer for “to do” items, “to give to the doctor” items, “to pay” items, “to read” items, “to file” items, and “miscellaneous” items. Immediately opening and sorting mail into such an organizer really keeps things from piling up.
- Set aside a time to file on a regular basis. Yes, it is a pain, but it really helps to stay on top of the ever-growing pile of papers. Take your time and be sure to file the papers in the correct locations, where you can quickly refer to them at a later date.
- Lastly, consider eliminating paperwork altogether! It is amazing to see the amount of time, money and trees that can be saved by conducting your business electronically. If you are in the healthcare world, this may mean utilizing HIPAA-compliant signature capture pads or electronically-scanned patient records. Retail locations may want to think about digital signage displays instead of countless papers and brochures. Field service workers or any type of travelling employee would likely benefit from mobile computers and mag stripe readers. Many government-related forms can now be barcoded and automated, as well – including W2 tax forms.
When it comes to reducing or eliminating your paperwork, the possibilities are endless. But let’s face it…Who wants to be doing paperwork when there are so many better things to spend your time on?