How To Create Your Own Quick-Find Filing System

 Is it time to archive some of those files?

Professional Tip:

Whether your files are still in filing cabinets or, you have transitioned them into banker boxes here is an easy system for quick retrieval of any file.

Begin by labeling each filing cabinet or banker box with a letter of the alphabet. A sticker in the corner of each filing cabinet drawer followed by a number to identify each drawer. Let's assume your filing cabinet has three drawers. You top drawer would be labeled as A1. The second drawer of that same cabinet would be A2, and then, of course, A3. If you have another filing cabinet with three drawers it would be labeled as B1, B2 and then B3. Stickers work well for bankers boxes but need only be identified by a letter.

Now to identify the location of each file. Opening that first drawer (A1) you will start at the front and work your way to the last file. You will create a spreadsheet called "A1" and any categories you have within the drawer. Then list the name on each file, in the same order it has been filed in the drawer.

Your spreadsheet may look something like this:

A1

A/P ABC Heat and Air

Advent Insurance

Allstate Insurance

Coach Towing

This spreadsheet will will save your employees, and you, wasted time. Of course a person who is constantly working in the files may always know where the files are located, but what if they are looking for something that was created and filed before they began working there? The title to the truck that was purchased six years ago. A file not used on a regular basis like some. Or, the person most familiar with the files is on vacation and the temp needs a file; someone not familiar with the filing system. They can simply refer to the spreadsheet, do a quick search if you have lots of files and within seconds know that the title to the old blue truck is in F4 and because all of the files in that drawer (or box) are listed he or she can easily see that the file is located in the front, the middle or the back of that drawer.

When I organize files as a service I like to not only create the excel spreadsheet but also create a hard copy in a binder that is kept in the file room.

Stickers! https://amzn.to/3Xg0Uee

Work Flow Consulting

    Did you know I also offer work flow and files consulting?

   Business and Individuals contact me when they realize time (and money) is being wasted due to disorganizing. Sometimes it is in computer, or electronic files and other times in actual paper files.

Actual jobs I have been hired to consult on and repair:

   Forms: Whether paper forms or electronic forms, searching for a form it seems for many companies waste a lot of employee time and they hear the complaints. Usually, a quick and easy remedy and it's all about how the forms are filed.

   I get lots of complaints from companies who find their employees cannot find a file quickly enough, or not at all. Often times this is due to a company being bought out and going through a name change or a patient whose name has changed. Keeping files updated to include past names is imperative to saving time and money in the office.

   One of the most unique request I had was from a doctors office. This was twofold. Their first request was to see if I could understand why the receptionist was collecting so few of the required co-pays even though she was asking for them each and every time.    The second request meant a trip to an unused back office where I was shown seven, yes seven bags of returned mail. The owner of the clinic was sure it was due to customers giving them the wrong address to avoid receiving a statement. The Office Manager was sure it was the third party billing software. Actually, they both were wrong! The fix took a bit of an effort, more to convince them I was right then the actually remedy of the problem.

   If you are having any kind of inventory, office, files, store issues. Please ask if I might be of service to you. Often times this can be handled through messaging or email communication, other times it requires a visit to your office or facility.

My fee is $35 an hour. If a visit to your office is required, expenses would be added to the service fee.

   

How To Give Up Sentimental Items To Clear the Clutter

  How to let go of those sentimental items when you are trying to clean out the clutter.

I've had many clients who find taking a photo of an item with sentimental value gives them the courage to then gift the item to a family member, donate it or even throw it away. Being able to still see the item seems to be the biggest need. Buy a frame to put that picture and display it where you get to see it all the time. Better then the actual item stored in a box or a storage unit where you never see it now.

Several years ago my daughter wanted her baby blanket and a small stuffed animal I had kept from when she was a baby. I took a picture of the two of them and then was able to give them to her. Just being able to see the items really is what brings back those memories you yearn for. I can easily look at the picture, but when I had the actual items in my possession they were stored in a box and I very rarely got to see them. It was a win-win compromise.

Picture Frames on Amazon   https://amzn.to/4cATSqg

Just a Bit of My Experience with Sorting and Organizing

 1. Experience? I was hired by an insurance company to organize 42 filing cabinets due to constant complaints by employees they wasted so much time just trying to find a file.

2. I was hired by a homeowner in San Francisco to fly out, pack her up in organized fashion with labels on her boxes to be ready for the movers coming following week. Then, once she and the movers arrived in Arizona she hired me again to come out and unpack her and help her set up her new home.

3. I have several clients who pay me to sort thru their receipts each month, put them in a spreadsheet and send to their accountant or bookkeeper.

4. Lots of online, remote, data entry. Typing voicemails, entering invoices, inventory data, etcetera. Understanding data you are entering can be helpful to avoiding mistakes. I have experience with UPC Codes, parts numbers, invoice numbers, ISBN Numbers, VIN numbers, names and addresses, medical codes from the ICD9/10, insurance claim forms, SS Numbers, Drivers License Numbers, Professional License such as when verifying a doctor or dentist state license, sales data and more.

5. A woman hired me to organize her hall closet that had become a place where she hoarded all sorts of things; she had become afraid to open the door!! Yikes.

6. I've had many jobs creating an inventory sheet with important info for homeowners and businesses alike. I use MS Excel and I have also used a businesses online portal.

~. What can I help you with?

Organizing Mistakes by Large Companies

   Organizing mistakes I've seen: Big box stores like Walmart give a number for each of their departments, for example, the shoe department might be Department 14 and Pets would be 22. All stores face a constant problem of items being left outside their department by customers who change their minds.

They may pick up a pair of flip-flops, and change their mind while in the grocery bread aisle and leave the flip flops among the bread. A store employee will pick up the item, but instead of returning it to the Shoe Dept, they have bins, usually located in customer service, for employees to return these "lost" items to. Employees of the shoe department will check their bin daily to see if they have items they need to return to their respective shelves.

The problem is the store has identified each return bin by number rather than actual name of the department. A store like Walmart has lots of departments and an employee working in Grocery or Pets will not know what the department number is for shoes. So to return the shoes to the rightful bin they have to stop and take the time to look up the department number.

The only saving grace is if you see a bin with a pair of shoes in it, you can surmise that is the shoe department but this rarely happens. Most employees are in a rush to get back to their own work in their department. It is much more efficient and time saving to categorize the bins by Department Name and then to put the in alphabetical order. This makes for a very quick return of products and saves time and aggravation for the employee.

Sorting Bins https://amzn.to/4703FoI

Tips To Being Organized

 One key to staying organized and making a space look neat and tidy all the time is to have a specific place for all items. Make an effort to not lay things, especially smaller items, on the desk top, counter top, dresser or vanity. Only large items such as a lamp and your organizing baskets, bins or holders should be placed directly on the surface of the area you wish to organize. This also makes cleaning much easier. Having 14 items to remove from the space so you can clean or dust is a hassle. But if those 14 items are in 3 bins or baskets then the thought of cleaning the surface isn't so time consuming.

White Desk Organizer with Drawers, Great for your nightstand, kitchen or your desk. https://amzn.to/3WW5FcZ

Returned Mail Problem?

  #dataentry #typing #organizing #office #assistant  #usps #mail 

Returned Mail: Returned mail significantly increased as more and more businesses turn to automated mailing software and end the handwritten or typed envelope for monthly statements or invoices. Now, the employee enters the customer, client or patients information into the computer.

Why it might be your employee and not your customer giving you a bad address that is causing you so much returned mail.

When mail is addressed by way of handwriting the post office will manually sort that mail to the proper address. However, if your business mail is automated, like what you see in this picture it is read by an automated scanner at the post office. When this happens it means the address must be standardized. In other words meet the standards of the post office machine to know how to route that piece of mail. Note the barcode below the printed address. If your employee is not putting the proper extension of the street name, such as Blvd, St, Dr or Ave or perhaps leaving off the direction such as East or West then your envelope for your very important statements or invoices may not pass the standardized mail scanner and get returned for NO SUCH ADDRESS. This is really about training your employees to make sure they are getting a full and correct address from the customer.

An Introduction To My Services

#dataentry #typing #organizing #office #assistant   

I am currently in the Lima, Ohio area. You can be anywhere. If you need anything typed, or some data entry, whether at home or at your place of business please let me know. When possible I work out of my home office.

I also sort, organize and label. Files, receipts, unopened mail, inventory, archives, stock rooms, a hall closet or spare room, packing for a move (businesses and homes) and if you should also want help unpacking.

When I am on location at your home or business I do ask for the space I will be working to be temperature controlled. I look forward to meeting you! Some products shared on this page may earn me a small commission. My rate is $35 per hour. Minimum charge $35. Every hour after the first will be prorated..

I've been typing and doing data entry for 20 years. Let me help you from my Home Office. UPC, item numbers, sales figures, inventory, ISBN, VIN, names and addresses, transcribing voice mails or handwritten to typed notes.

You have data? I love data entry!

Online, remote, typing, data entry a database, form or spreadsheet. I have experience with UPC Codes, ISBN Numbers, VIN Numbers, Parts Numbers, Names and addresses, invoices, inventory, sales, customers information. No job is too small. I'd love to help. $35/hour and you have my promise I will work as quickly and efficiently as possible because I love return customers and glowing reviews.