A creative genius rules the chaos. Or is he? What is the point at which the office's document management processes become opaque? At what point is there too many paper documents in an office? And why is it sometimes important to take the time to tidy up digitally? Here's a look at how office organisation, workplace efficiency and versatility are interlinked document management.
Paper piles vs. document management
You've probably never wondered how many times in a day you miss something. That something doesn't come in handy, so you have to look for it. We can help: on average we spend 15-30 minutes looking for things, and most of that time is spent in the office. In some ways it's only natural, as even a seasoned worker can easily get lost in the mountains of paper, piles of notes, invoices, folders and other paper-based documents. And this is especially true for the messy ones. Moreover, creating and maintaining order in our immediate environment - our desks, computers and filing cabinets - is not as easy as one might first think. But office order, organisation and practical document management can lead to more efficient work.
Time to focus on your work instead of searching
If the above average is taken as a basis, the clutter and the fact that paper documents are often returned to the office out of their usual place and order, can mean up to 70-80 man-hours lost per employee per year. Not to mention the fact that employee satisfaction is reduced and stress levels increase when something is missing for a long time, even though they do their best to find it. Because every day we search for important invoices, files, staplers, paper documents that are waiting to be filed or that are out of date but not yet out of date.
If there were such a thing as time thrown out of the window, then the insight of chaos in the office would certainly fall into this category. Because as long as we are trying to see through the mess and find the paper documents in it, we are not concentrating on our actual work, and our efficiency, and therefore our satisfaction, is reduced.
Sometimes digital tidying is also useful
It's not just our desks and immediate office environment that we need to tidy up. It's also a good idea to create a clear system for your computer folders, your billing system and your email account. Consistency of file names, sorting, grouping, extremely simple yet logical folder structures can all help you work more efficiently. Just like digital document management, which makes once paper documents retrievable by document type, contract number, tax number. In practice, this can also have a very positive impact on workflows.
At the same time, it is also cost-effective for companies to opt for electronic document management. With a timely decision, they can save on paper, printing/copying costs in the future, and they don't need to hire an external repository to store documents that have been accumulated over many years. The office will no longer accumulate unmanageable piles of documents, and employees will be greeted by a more orderly environment.