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How to Save Time on Important Business Documents

By: SmallBizClub

 

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Paperwork is often the bane of business operations, yet it is an integral part of the day-to-day administration involved with running a company.

From contracts to applications, there is no room for error when it comes to completing these documents—rushing in order to fill quotas is definitely out of the question.

So what can we do in order to save precious time? This post will look at five ways that guarantee to make the task less arduous and more productive.

Time Management

The best way of saving time is by taking steps to manage it better. In order to do this, you will need to dedicate a specific and planned time period to deal with your admin. This may be on a daily basis, or once a week depending on the amount that needs managing, as well as any deadlines that are in place.

Set this time aside, and make sure you are uninterrupted. Never schedule any meetings or accept calls during this interval, as these can distract you from the job at hand and can prolong the time that it takes to complete.

Filtering

Some articles are no longer needed, or can be put away to be archived. Filtering through what you have to keep and what can be stored or disposed of makes dealing with what is left both easier and quicker. Invest in archive folders and a shredder to manage this more effectively.

To stay on top of things, you should carry out this auditing process on a regular basis. How often will depend on how much paperwork your company deals with, but a general guideline is to review on an annual basis.

Organization

It’s all well and good to filter through papers, but a lot of time is often lost from trying to locate contracts, invoices and other key information.

To prevent this from happening, not only do you have to store them away, but you should also have a system of easily retrieving them. Make sure that all folders are clearly labeled and arranged by priority.

Without this in place, it can often lead to papers being lost or forgotten about. This can have a significant negative effect on your business if it results in an unhappy customer, client or stakeholder.

To make the process even simpler, consider digitizing forms so that they can be easily accessed and stored securely in the Cloud or on your own computer network.

Collaboration

Sometimes texts require a level of collaboration between different parties or departments. Instead of emailing these around and chasing after individuals, why not get together and work through the terms or fields that must be signed off as a group?

This not only saves time in having to follow up with those that have not yet contributed, but it also allows people to ask any questions or air concerns about the record’s content.

Automation

If you need to create numerous manuscripts quickly, you will need suitable technology.

Using software, you can create smarter documents which are automated. This means that they will auto fill with the required information, and can be duplicated thousands of times with unique features. This is perfect for contracts, job descriptions and much more.

Although relying on technology might seem daunting, with proper database integration it can significantly reduce error rates. Automation software has been specially designed to make the creation and maintenance of these databases simple.

With these five areas considered, you will find that you are able to free up time to work on other areas of your business—watch as your productivity improves as a result, which in turn will allow you to take on more business and grow as an organization.

Author: Bob Christensen is the Director of Consumer Services for TheFormTool, LLC, document assembly software which saves you time and money by creating intelligent records en masse.

Twitter: http://www.twitter.com/theformtool

Published: July 21, 2014
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SmallBizClub

SmallBizClub.com is dedicated to providing small businesses and entrepreneurs the information and resources they need to start, run, and grow their businesses. The publication was founded by successful entrepreneur and NFL Hall of Fame QB Fran Tarkenton. We bring you the most insightful thinking from industry leaders, veteran business owners, and fellow entrepreneurs. Follow us on Facebook, Twitter, and LinkedIn.

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