If You Had An Easier Filing System, Would You Enjoy Your Job More?
Do you hate it when your alarm clock goes off every morning
? Do you want to roll over and go back to sleep instead of facing another day at work? What sort of things give you job satisfaction?
People work for a variety of reasons. Generally, the number one reason is money. Unfortunately, without money there's not very much you can do. The bills never stop. You need to pay the mortgage or rent. You have groceries and bills for telephones, electricity, gas, water and you may have children's school fees, loan payments and the list just goes on and on.
That's the main reason you don't destroy your alarm clock when it goes off every morning. So what happens when you get to work? Job satisfaction should be an important part of your life. The average person spends a third of the day working. If you don't enjoy your job, that can make life very difficult.
Inevitably, there will be some sort of document management involved no matter what sort of work you do. You may be using an alphabetic filing system or a more modernized document management system. Either away, part of the job will inevitably be filing and/or retrieval of files. Do you find that part of your job overwhelming at times? Would you enjoy your job more if filing was easier?
Life can be very stressful. Work can also be very stressful. However, there are plenty of methods for reducing your stress and workload.
Imagine a morning when your alarm clock goes off and you're actually excited about going to work because you don't have to face stacks of paper files. Well, that's not a pipe dream. It can become a reality.
If you're still using an alphabetical filing system, you're probably spending several hours a day filing and retrieving files, trying to remember what subject you put on the hanging folder tabs for the specific files you need. That's really unproductive time for both you and your employer. There must be a better way.
If you're the person actively maintaining the filing system and retrieval of files in your office, it's possible that your boss may not even be aware of how much time it takes. There are better ways to spend your time than being bogged down with filing.
An efficient document management software will not only make life better for you, it will save your employer lots of money. Obviously you want job satisfaction, and therefore it's in your best interest to bring up such matters with your boss. Some managers appreciate this sort of constructive input and may thank you for it.
A filing system can be set up to suit your company's exact needs. It's up to you, your boss and other staff members to determine the best way to file all documents. If you use such a system, all documents, no matter what format they're in, can be easily stored within the same file.
This means that if you have paper files, a DVD, a PowerPoint presentation or other electronic files on a CD and a binder, all relating to the same subject matter, they can all be kept within the same hanging file folder. By simply recording the subject and relating keywords to all documents within a file folder, it's very easy to check the location of the file at any time by simply conducting a google-like search in the filing system software program.
If your management team decided to implement the filing system software, you'll spend less time filing and retrieving files, and more time doing the more important tasks. Once your document management system has been implemented, you'll be able to locate any file that your boss wants easily and quickly.
This system also has another advantage. You probably have thousands of files that you need to keep for legal reasons, but are no longer active. You can archive these files somewhere offsite or in an archive room, and how to keep track of what is in your archives is a simple process.
Surely you would enjoy your job more if filing was easier. If people feel productive, they generally feel happier and more confident. This is a win-win situation all around.
by: Janet Baker
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