The end of financial year is the perfect time to get motivated and get your office paperwork organised in 4 steps.
Step 1 – Set up a filing system
I recommend at the beginning of each financial year to set up your filing system. It could be as simple as a box. I like to use a 2 ring binder with labeled dividers for each category. Don’t forget to label your storage system or file with the relevant financial year i.e. 2016 – 2017.
Step 2 – Divide your paperwork into categories
The first step in keeping your bills and paperwork organised is to categorise the types of paperwork you have. For example, you might like to use some of the following categories: Bank accounts, including credit cards, Superannuation, Rental property, Share statements, Tax, School, Utilities, Car Expenses and Medical. Once you have set up these categories you can file accordingly. You don’t need to have lots of categories either. Just keep it simple and it will be much quicker and easier to use.
Step 3 – Go paperless
A great way to reduce clutter and papers in your office is to go paperless. It’s easy to set up to. You simply contact your bank and other companies such as your utility providers and ask them to email you your bills. Then, you can save the documents on your computer. However, just like having a hard copy filing system, you need to set up a filing structure and system on your computer. You might have a main folder called: 2016_2107 Fin Year (for the relevant financial year) then create a range of subcategories as mentioned above. If you don’t set up subcategories, then just like piles of paper sitting on your desk, it becomes messy and you can waste time looking for documents. Going paperless will definitely help reduce the paper and clutter in your office. However, it’s essential that you regularly back up your computer because if it was damaged, lost or stolen then there goes all your paperwork which you will need for your tax.
Step 4 – File it
A filing system is only good if you use it. Get into the habit of filing your bills once they have been paid. You might like to set up a system where you file all your paid bills on the last day of every month, or perhaps every Sunday night. Whatever it is, just ensure that you set some time aside and file all your paperwork. That way, when next year’s tax time comes around, you will be all organised for your accountant. Or, if you are doing your own tax, then you will have all the information you need organised in one place.
Office paperwork organised in 4 steps
It’s not long now till the end of financial year, so get motivated, set some time aside and organise your office. If you need help getting your home, life or office organised, then contact us. Based in Melbourne and assisting clients in Melbourne, Sydney, Brisbane and Perth, The Lifestylers Group provides professional organising, decluttering and office organising (for both the home office and small business).