3 Easy, Effective Tips on How to Organize Your Business Records
Tax season is coming and the time has come to open up those file cabinets and dig out those old business receipts and tax records! I know, “office archaeology” is downright time consuming, tedious and unproductive. Perhaps you might want to work on your organisational skills to avoid the same predicament in the future? Great! Here are some tips.
Tip #1. Develop a Document Management System
Clearing that pile of paper in your file cabinet on a yearly basis is a huge pain. Not to mention counterproductive! So instead of revisiting your clutter every year, why not consider creating a document management system? Once a week, take the time to go through your recent paperwork and discard or file them accordingly.
Tip #2. Know What and When to Clean-up
Are the papers piling up? Old documents — invoices, receipts, contracts or bank statements —always come in handy in a customer inquiry or a tax audit. So before throwing them away, make sure to ask your tax advisor for some guidance first. You can also refer to IRS’ guidelines on keeping business and tax records.
Tip #3. Create an Electronic Back-up Of Your Tax and Business Records
Creating electronic backups of your business records is the ultimate solution to your archive problems. These documents can either be stored in a hard drive or in the cloud so you don’t have to deal with clutter anymore. There are several free (such as Google Drive) or subscription-based (Dropbox for business) services that you can try. Once you scan and save a document, you may be able to get rid of the the actual one.
Organizing your office is not just all about keeping tabs of your business and tax records. You also have emails, social media accounts and voicemails to also keep an eye on. On top of your own management system, there are a lot of tools available that allow you to keep an organised office easily so you can run your business more efficiently.