Ensuring your documents are organized properly is making sure that you would not have any problem taking out references from time to time. Be reminded that files, either paper-based or cloud-based, are imperative during operations round the clock. If everything is cluttered, you would likely waste a lot of time simply by finding a reference for your task.
Did you know that according to a study, a worker adds around 50 percent to their job’s total time just by simply searching for a document?
This is why as a virtual assistant, document management is one crucial skill you should concentrate on if you want to carry out your work more smoothly, resulting in boosted productivity.
Fortunately, there are simple ways to manage your files more effectively, such as the following:
Create a single storage for all your files. Whether you are managing your files or your client’s, it is always best to store the documents in one place. For instance, a shared drive where you and your co-workers can access. This would save you a lot of time in finding any file since clutter has been cut short.
Saving some files in your desktop and the rest in an online storage may cause issues in the long run. For instance, being outdoors means that you would find it difficult to obtain your desktop files if you are just carrying a mobile phone or tablet.
As a remote worker, there is nothing better than using an online shared drive since it can be accessed anywhere regardless of the gadget you use.
Name files in a descriptive manner. If you want to find files easily, its names should also be concise and comprehensive enough. Moreover, the documents should be named in a way that it is in order, whenever necessary. Dates and times should be used if there are large files to be organized.
Make sure to create sub-folders. You should not store all documents without creating folders for files with similar categories. For instance, documents for ‘suppliers’ should have a separate folder from those for ‘partners.’ Moreover, under the ‘suppliers’ folder, you should also create a dedicated folder for every supplier you are working with. This goes the same for the ‘partners’ folder.
Sub-folders would not only organize your files but keep you from looking all throughout your storage for a single document every time.
Set permissions to your storage. If you are working in a team, it is best to limit the access of every member based on the activities he or she is assigned to work on. By doing so, you would also be able to keep them from scouring through folders that they do not have permission to look into. Most importantly, this will save them time and keep them from unintentionally disrupting the organization of files you have already set, such as adding or deleting files unnecessarily.
Delete unnecessary files. Over time, old files would need to be disposed of. Otherwise, these would eat much of the storage space and add to the clutter. Take note that an organization, either big or small, would definitely pile up files if the storage is not cleaned up regularly.
It is best to schedule periodic scanning of outdated files, which can be deleted. This will not simply organize your storage but keep the team members from accessing corrupted documents.
In a remote workplace, accessing documents is a constant activity. Document management can either speed up or slow down the workflow in a company. Hence, without proper management of files, you will not simply hamper your own productivity but affect your team members’ adeptness, as well. Always remember that access to documents is not enough. There should be a system in place that would turn this access into a key to everyone’s efficiency.