Suggestions for organizing paperwork in my office??

Question

My husband and I have an office in our home (for our business) and we need some organizing tips!! We have business papers, household papers, personal papers - OK... way too much paper! I need some suggestions on how to keep this stuff separate & organized! I bought 2 file cabinets recently, but am not sure how I should organize it!

Thanks in advance! :)

Answer 1

Good for you in taking that organizing challenge! Remember, you must be twice as efficient as you were in the past because now you have a business...Congratulations to you on that! So some steps to take:

Observe your workspace area...what changes do you need to make in order to minimize all the discourse?

After sitting down and devising a strategy, think of what you need for your business in terms of supply and demand and make one file cabinet just for business...(if you will be itemizing for the 2007 year, you are going to need at least a 4 drawer Hon File Cabinet that can be purchased via OfficeMax) Mark one drawer:

2006/2007 Receipts
2006/2007 Supplies
2006/2007 Business Reports/Orders
2006/2007 Business Tax Records


Try online banking...once you do this all information is sent to you via e-mail, but be wise because its truly in accordance with your want and need such as online Utilities. (it takes 5 minutes to pay your bill and saves a bundle on stamps)
If that is possible where you reside, your utility company will provide you with an opportunity to go paperless or still receive bills in the mail...go paperless, this saves you time in sorting out those new bills because once you receive the bills online...you can just start a folder via your desktop where you cut and paste all 2007 bills in this folder)...ya dig? Saves you time and Paper and Trees and a bit of your Sanity..(smile)

The other Hon 4 Drawer File Cabinet is on a Need to Have Basis where you organize those Paper bills According to the Year...2006/2007:

Example: 12 months worth of Cable, Power, Water, Gas, Sewage, Disposal, etc...(if you go paperless you can utilize this for anything extra you might come to need or want)

All can fit within one to two drawers and the other two could be of gifts/office or school supplies/household needs/groceries, etc.

Also try viewing HGTV or go to their website at:

http://www.hgtv.com/hgtv/ah_organizing_office/article/0,1801,HGTV_3137_3502449,00.html

Other sites that might be of assistance is:

http://www.a1priorities.com/page3.html (tips on organizing)

http://www.onlineorganizing.com/ (info on organizing)

http://www.realsimple.com/realsimple/browse/organize/0,21771,1040100000-Issue_Date-desc-74-1-25,00.html
(organizing tips in general)

Good luck with your Business and be Safe! (smiles)

Answer 2

First, go by the rule that you should touch the paper only once (or as near to it as possible). That means when you get some paper work in deal with it at that time. Do not put it into a pile to deal with at a later time. Deal with it immediately and you will find that you have less paper building up on your desk.

Next do you plan on cleaning out your files every fiscal year? Calendar year? If you have repetitive types of " vendors" that you can file then go alphabetically. However, if you have "vendors" that you may only occasionaly access then file then under their category. For example, file John Smith Pool Cleaning service under Smith if you use/pay him alot or under Pool cleaning if you occasionally use the service. Stick to one or the other though, do not mix

Answer 3

Here's what I would do: Make one whole filing cabinet for business, and split the other between household and personal.

Keep a separate file for tax only stuff (receipts, etc.) in each file (business, personal, household). In the household one, put all the manuals/service records/receipts for things done around the house - ideally, one for each major item (roof, plumbing, refrigerator, etc.). Do the same for personal and business. Make sure you file regularly, and it should stay organized! Good luck!!!

Answer 4

Get colored folders for each. For example all personal is in blue folders, business in red and house hold in green. You can even break it down further for example all my personal files are blue but with in those files I use red manila folders for credit cards and yellow for utility bills. Dedicate a drawer or 2 for each and file often. At the end of the year remove all files and put in a bankers box for storage. Again I would store separatley. If you will need access to business files for awhile keep 2 years worth. Get rid of any un-needed paperwork as soon as you can. Shred anything important. Lable everything with easy to read computer lables.

Answer 5

well you just answered what you need sorting for. Make a drawer just for family, like doctors, school ,e tc. Another for bussiness, label everything! Throw away anything older then 5 years that has no important causes.