Document Management Helps You Manage Your Time

When it comes to time management, there are various factors that can affect how well you are able to manage your time

. Organization is one of the key factors. If you have an office with piles of paperwork with no organization, not only does this add clutter to your work area, but it takes up your time when you cannot easily locate paperwork or records. You may solve this organizational issue by using a document management or file system that makes your work documents easier to retrieve and reference. It will make you more efficient while at the same time, cut the paper clutter.

There are different systems that can be used to overcome these organizational challenges. Two commonly utilized methods for document management are the reminder system and the record keeping system.

Reasons for using a reminder system are simply to help notify you of the open items that need action. You may use different types of reminder systems, such as the tickler file system, calendar system or logbook system. Evaluate each system and determine which one works best for your organizing needs.

You daily planner is used with the calendar system. This is because you refer to your planner on a daily basis. Writing your reminders, deadlines or activities in your planner helps to centralize all your activities and organize them by your work day.

Another option is the logbook. A logbook consolidates all the open action items into one log. This is helpful if you need to refer back to previously completed tasks. Make sure to keep your logbook with you all the time so that if a new task arises, it can be immediately logged in. Dating each task when you add them and checking off and dating them when you finish them helps for reference and tracking.

Using a tickler file may also be used with the calendar system. You would file your paperwork or work documents and retrieve them on the appropriate dates. A reminder can be made in your planner to action the documents as well as block off time to review them. Not only does the tickler file keep your paperwork organized, it makes you a more productive employee.

The second most common used document management system is the record keeping system. When you have paperwork or documents that eventually become permanent records, you need to maintain those records in a orderly fashion so that they are easy to find for quick reference. You might create a file system by using a file cabinet to store the records in. Categorize your files either by subject in alphabetical or numerical order, or by assigning reference numbers to your records. It is more advantageous to put the paperwork in date order as well, putting the most recent data in front of each file. In addition, a planner can be used to record information that you need to keep records of, such as telephone calls, appointments or projects.

You can eliminate much of the paperwork piles and clutter in your office by using a structured system that organizes your documents. Not only does it make it simple to retrieve your documents, but it helps you to manage your time and in turn makes you a more efficient and productive worker.

by: M Wills

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