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Clutter Control: 3 Document Management Strategies

Taming the Paper Monster
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Office Management

Clutter control: 3 document management strategies

Your office may be so cluttered that you waste time looking for what you need, or you're so hung up on keeping it spotless that you put off more urgent work.

Cluttered or clean, then, misses the point when it comes to efficient organization. Your goal is get the most work done in the shortest time. For that, you need an organizational style that fits your needs.

Poor records management can cost you time, deplete your profits and expose your organization to compliance actions and legal liability. Develop a sound records management strategy with the step-by-step instructions you'll find in Taming the Paper Monster: Records Management, Compliance and File Security.

Implement these strategies to help you get organized at work:

1. Consider how you organize your desk. It's the master tool in your office, the hub around which you group all your work. No, your desk doesn't need to be spotless, but much of the paper cluttering your desktop and other available office space belongs in the wastebasket.

Stacks of reports, memos, magazines and so on are neither bad nor good in themselves. Many messy employees can find anything they need in a minute or two, provided they keep the stacks manageable. But, if the clutter gets out of hand, they can spend hours, literally, looking for what they need.

Case in point: A time-management expert kept a clock on one executive for an entire day. His time study revealed that the executive spent a staggering two and a half hours a day just looking for things. So, keep a check on yourself. Don't let a cluttered desk start costing you more time than a cleanup job would.

In Taming the Paper Monster: Records Management, Compliance and File Security, you'll get:
  • Guidelines to develop a management plan for your company's records.
  • Charts listing government recordkeeping requirements your organization must comply with.
  • Resources for organizing your company's records.
  • A complete record retention schedule telling you what to keep and for how long, based on the type of business you conduct.
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2. When a major cleanup is called for, remove everything from your desk. Empty all the drawers. Toss everything you don't absolutely need. Then make a list of the items you've kept, and ask yourself one more time if you can't toss those as well. Put only essential papers back on your desk. File the rest.

3. Follow the "daily" rule. If you don't use an item every day, store it out of sight. Your desktop is not a storage area. The papers there should be the ones on which you are currently working. When items don't have a "home," they pile up everywhere.

Tip: Keep a good-sized in-basket and out-basket on your desk, but make sure they don't overflow. Paper should move briskly.

Every company needs a records management system that works for them. With Taming the Paper Monster: Records Management, Compliance and File Security, you'll be able to develop the right system for your organization.

  • Which records your company must retain Taming the Paper Monsterindefinitely.
  • Which documents you should NOT keep on file.
  • How to establish a recordkeeping policy that your company can live with.
  • How to reduce file storage by 90% or more!
  • New high-tech storage options that can save you space, time and money.
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