Lets Get Organized--Paper Training for Home Business

So your home business is rolling right along and everyone thinks youre doing a great job. Only YOU know that it took most of the afternoon to find that form to register your business. It was under a pile of papers in your paper- covered home office. Well, its time to do something about that.

Grab a box--the ones computer paper comes in are perfect. Put all of your business papers in the box. Look! I knew there was a desk under there! Go through the box and remove any personal papers that got mixed in, also weed out any you wont use--at least get rid of junk mail and notices of events that have passed. It may take a while to know what else you can weed out. Also sort out the papers you need to act on--notices about meetings, appointments, and special events. Place those together in one file folder and go through that regularly to be sure you dont miss anything.

Look at what you have. If its a small handful of paper, you may just need a couple file folders. If the box is almost full, youll probably need a file box or drawer, some hanging files and several file folders. If you have to go out and get those, do it now, or right after you sort your papers. Ill wait.

OK, now we can start sorting the papers. You might prefer to take the whole thing out in front of the TV during a favorite show. Start with the first paper on the pile. Notice we didnt start by labeling folders. You may have labels no one else has and some common ones may not apply. Think of a category for that paper and start your first pile. You might want to write the title on a slip of paper to place near the pile so you remember what goes where. Now take the second page and decide on a label for that. You should have a fairly even distribution of papers into several piles.

If some seem too large, consider whether the category is too vague. Some files will just be large, so dont assume youve done something wrong if the file cant be easily broken down, but do try.

Now, place each pile into one of those hanging files if you have them, or into a file folder if your filing system is small enough. Label the folders appropriately. We do this after the sorting because the title may change to fit the contents accurately. Take a break.

Back already? You know you could schedule to do this one file a night, when youre relaxing or watching tv. If you do a bit at a time, it will probably be done before youd have time for the whole project. You can start with any of those files-it would probably be a good idea to start with the larger ones so they will be easier to work with sooner.

If youre doing the small file skip this paragraph. Take the papers from the file folder and sort them into categories. Place each category into its own file folder. For example, in my LEGAL hanging file, I have a file for bank papers, a file for my assumed name papers, and a file for blank forms. You may have one for insurance or licensing if your state requires that.

OK everyone, go through each file folder and put the pages in a working order. (If you have client records, they might be alphabetized or arranged by zip code or by the date of the last order, whatever is useful to you.)

Be sure to keep similar things together and to use categories that are useful to you. Using the alphabet or unimportant dates should be a last resort, not a rule. Now, whenever a paper comes into your office, place it in the proper file, or start an "in" basket that you empty into your files at least once a week. Do not let it pile up, its not a fun way to spend a week-end. Just do a few at a time and it will stay organized.

Now the next time a client calls about a job youll have all of the information at your fingertips and youll feel so prepared.

About the Author

Bonnie Rice is a housewife and mother struggling to get organized. Bonnie lives in Quincy, Illinois with her husband, four sons--ages 4,7,9, and 10--and one small black dog. Organization is not a hobby, its a form of self defense!

getolife@rnet.com
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