To Organize: Bills, Important Documents – Paper or Paperless?

By August 27, 2019No Comments

We at Master Clean USA LOVE organization and it has been a long-time goal for the team to continuously improve in this area. 

We have learned that good organization is one of the key habits that contributes to success.

A well-organized space contributes to:

  •         Greater efficiencies
  •         Stress relief
  •         Peace of mind
  •         Increased productivity

Paper Clutter

One of the big struggles internally in this process has been how to organize and reduce our paper clutter. 

For me personally, this has been a struggle because I have always done things the old-fashioned way.

I keep all paper documentation “just in case” and over time move current papers to file boxes which have piled up and filled all our storage. 

I always worry- what if I need that document some day?

Well, the fact of the matter is that it is unlikely that I will need that obscure credit card bill from 2005 and if I did, I wouldn’t be able to find it very readily anyway. 

Plus, if it was that important to have, documents can be either downloaded online or ordered from your bank.

It has been a slow process to move my thinking from my old ways, but I have noticed that the more we move towards paperless documentation, the less stress we all have and frankly, work loads decrease (no more filing!) and time is opened for other productive, business-growing tasks.

Time To Go Paper-Less

Look, if you are careful about how you go paperless, the fact is that it reduces stress and increases efficiencies:  

  • Download bank statements and other important contracts and documents to a secure server that your whole team has access to. 
  • Use a careful, intuitive labeling and filing system so that it’s as simple as putting key words in the search box and anything related to what you are looking for will pop up.  
  • Ween yourself off paper copies by saving the document in its standard paper file for 1 month and then instructing your team to purge those files once 30 days has gone by. 

You will find great peace of mind in this exercise and I highly recommend you start the process.

Hard Copies 

For important documents that you could need on hand in case of an emergency such as an evacuation after a natural disaster, use a 3-ring binder

Documents such as:

  • marriage licenses,
  • birth certificates,
  • social security cards,
  • passports,
  • titles,
  • medical records,
  • current insurance,
  • bank info and the like could be essential in an emergency and when organized in one place like this is easy to grab as you evacuate

It also keeps these items safe and organized so you are not digging for them when they are needed.

Still hard for you to shred that file cabinet of old bank statements? 

Don’t fret… it is for me too, but move that direction a little at a time and you will see that going paperless brings a great sense of freedom and opens up space for growth in other areas of your business and your life.

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