Business likes clarity in all things and at all possible levels - starting from a phone of a businessman. It is simpler to learn while working with smaller things. Still, even these small things can create a difference. A user may gain the skill of structuring and arranging any material and ideas effectively. To be more precise, how to manage files and info in the most effective way?
Tips to Have a Better Arranged File Management System
Having effective file management is an easy-to-set goal but a complicated one to implement, in fact. There are lots of things to consider – starting from arranging a place for storage and completing with faxing. Yes, your phone may be used as a place for storage, procession, fax, and a spot for emailing. Let’s move from one important point to another one by one.
1. Store files in a single location
That may be a complicated thing to arrange all files because of a simple reason – a user may store such in different locations. The starting point, in this case, is to define a single location to store all business files you may have. These files should be separated from other types of files (music, video, pictures, etc.). If you have lots of business files to work with, you may easily devote a separate disk on your PC and arrange the files later according to their categories or projects.
2. Store related files together
It is a good idea to store all files related to one subject together, regardless of their type. This will make their processing much more convenient and secure from missing important details. Still, there is a warning in this case. Arrange your files in a way that will enable you to prevent creating duplicates on the same topic.
3. Apply a uniform manner to name files
Develop an approach to naming files that will be convenient for you. All titles should be clear and precise. Avoid any overwordiness. Using abbreviations is acceptable. Writing down this selected approach on a sticker is a good option to keep it nearby and follow smoothly always. Place this sticker somewhere before your eyes.
4. Think about using digital management software and apps
One of the best and tested ways to organize paper files at work is to apply specialized digital management software and apps (if you use a smartphone). This tool will help with organizing a workspace in a better way. Of course, it may appear to be too complicated or burdensome at the start. It takes time to grasp how things work. But, using such tools is surely a worthy thing because they can bring some suggestions to optimize your schedule in a way that you can't even imagine alone. In fact, the purpose of using these tools is to boost productivity. Do this also!
5. Use faxing applications
One of the most convenient ways to work with docs and files is to use a smartphone. For urgent cases, it may be enough to take a photo of a business doc using your smartphone. But, if you need to send a doc to some of your business partners or employees, the high quality of documents can be ensured using a Fax App. This is a tool that can help not with sending fax solely but also help with arranging many other things. For instance, it is possible to manage files using your iPhone and ensure their secure storage. Sending scans using email is also a possible thing with this app.
What kind of docs can you process using this tool? That can be anything – IDs, notes, cards, newspapers, licenses, letters, and many others. The most popular formats – PDF, JPEG, or PNG – have to be ensured. It is a fast process to scan docs at ease – a couple of minutes are required only. Improving the quality of docs is also an easy thing in the case of this app. Secure your fax using the e-signature option also.
6. Apply chronological order to arrange docs
It is the best way to arrange files – by date. In this way, you will be able to arrange and find all files easily. The best way is to indicate a date in the title of a document you have.
7. Have electronic versions of paper docs
Even if you need to work with paper versions of your docs, it is still a good idea to create digital copies of such. Store them using a device you have or along with a specialized app. Remote locations are acceptable as well. These digital backup copies can be stored remotely also – this approach can add security when the hardware is broken, for instance. You should not have a single location to store all your business files for sure.
8. Avoid overloads and saving unnecessary files
This is an easy-to-apply tip if you review all docs you want to save critically. Decide whether you really need a certain doc. Is there any information that any other file or source available online can’t provide you? If any of the files or online sources can provide you with certain info, it is better to avoid saving unnecessary docs and possible overloads.
9. Keep your completed and ongoing work separated
It is a good idea to have all files you currently work with at hand. Still, once you have completed a project or another task, it is the same good idea to move all completed files to their places of storage. Once it has been completed – it should be moved to the places of storage.
10. Remove unnecessary files
This action sometimes needs real courage but it is necessary for sure. What files should be removed in the first turn? These are samples you rarely use or those that are duplicates. It is also a good idea to archive files you don't find useful anymore and store such remotely. If you are afraid that some files can become necessary at some point in the future, you can always access those in these remote locations.
+1 tips for effective file management
Process all incoming files as soon as possible. That is a golden rule that will surely help to avoid overloads with business files unless you don’t get hundreds of such at once. Prevent excessive storage of files because of delays and procrastination. To make all things coming smoothly, it is a good idea to set reminders and devote some specific time to arrange business files, 1 hour or 30 minutes per day. for instance.
Having a file management effective filing system is not a kind of unreal or luxury thing. That is a must-have and easy-to-arrange option provided that you apply organizational tips for this purpose. Even your iPhone can be used effectively for that purpose. Having a smartphone at hand is an option that can help you with arranging effective document processing, storage, faxing, emailing, and many other things. Arrange the process of working with the business info you have logically by drawing attention to those files you use and those you don’t need anymore. Remove or replace those files you don't use elsewhere, including remotely. The rest of the files can be easily organized according to the subject and dates of creation. File management apps can help with that a lot. Save tested tips mentioned here and apply apps to make your docs procession more effective and at ease.