It’s time to get last year’s documents out of your filing cabinet, prep your tax information, and archive all pertinent paper work. If you are overwhelmed at the thought or not sure where to start just follow these directions and you will be well on your way.
1. Start with the right supplies
• Hanging folders
• Sub folders
• Sharpie Marker (or better yet, a label maker!)
• Tabs (3 1/2 inch are best because they will accommodate more words)
• Stick to one colour (for files and tabs) until your filing system is fully functional
• Banker’s Boxes
2. Allocate 2-3 hours in your schedule for annual transitioning. This includes sorting, purging, moving out last year’s files and inserting this year’s. However, if this is your first time consider booking two-three hours blocks of time.
3. Ensure that all invoices from the previous year have been filed in the appropriate sub folders.
4. Label each hanging folder with the appropriate folder name and put in a sub folder with the same name and active year written on it. For example my hanging folder tab says Dues and Subscriptions and the sub folder says Dues and Subscriptions with the year 2010. This year’s sub folder will say Dues and Subscriptions 2011.
5. Tabs can be positioned to the far left or far right on each hanging folder to allow for easy retrieval and a smooth appearance.
6. Office Expense headings will commonly include: Auto, Dues and Subscriptions, Communications (land line, cellular, & internet), Meals and Entertainment, Office Supplies, Professional Services, and Utilities if you are home based.
7. Office Document headings will include: Bank Statement, Bank contract/communications, Business License, Government HST, Tax Receipts, Marketing, Advertising, etc.
8. You are now ready to remove last year’s expenses and place them into a large envelope or bankers box. Be sure to clearly label the box.
This system will not only ensure accurate tracking of all business documents but it will also allow you to easily transition next year and effortlessly compile pertinent tax information.
Deanne Kelleher is the founder of kAos Group, the originator of the Core Four™ System and a motivational speaker and educator on the realities of disorganization and how to organize, optimize and profit. kAos Group works with clients to help identify inefficiencies – the clutter and disorganization that prevents professional and personal growth – and help clients streamline their business and personal lives to reduce stress, increase profits, and create more time.
Visit http://www.kaosgroup.com to complete a complimentary Organizational Assessment. Read the Organized Lifestyle Magazine for practical tips and motivation to organize your home, office, time and spirit.
Copyright © 2011 Deanne Kelleher