How to manage your scope system

It is necessary to take the time to manage your scope. While everyone loves paper in the paper office, the fact is that many small businesses still need to store paper documents such as invoices, receipts, etc., and need to be able to retrieve them easily.

Circular receipts are properly important; Non-existent or dirty can include system files income tax on the day of extra effort because your tax deductions due to missing receipts of shortage do not want to.

And suppose your business is always subject to an investigation, and you cannot produce the required credentials in support of your expenses. In that case, your claims will most likely be rejected, and your tax return will be reviewed.

As a small entrepreneur owner, you must be able to run your desk quickly and easily. Although setting up a paper filing system may seem difficult, it is a relatively simple task that a few file tips and tricks can simplify.

How to manage your scope system

(1) Give yourself a break for a few minutes and find out where you will find things right away.

I have a drawer to the right of my works. When I first set up my Tune Sys system, I had nothing in it. When I searched for a pen, paper clips, or my stopper, I would look the first place, even though I knew it was empty. So naturally, I put pens, paper clips, and stoppers in this drawer. For me, it was a natural home for these things.

Each one will be different in this way, and what works for one person may not work for another. Take a few minutes to sit at your primary works and get to the equipment, supplies, and files. This will help you establish the ideal place for you to personally press these items.

(2) Now that you know where you will naturally look for information, you should have an idea of ​​which alphabet or essay system will work best for you.

How would you categorize your paperwork (i.e., expenses, finances, marketing )?

How do you find business expense-related documents like bank statements, utility bills, office expense receipts, car mail log, etc.? What about customer information – do you search for things by customer name? By reference number? This is an essential step, as you will determine how you will remove your phone system. Once you’ve determined which categories you use, decide if you need to go further and create subcategories. The first is to buy something for your file system.

(3) Next, evaluate your storage needs.

Do you have a large number that you access daily? Do you only have weekly access to your files? The answers will determine if you will need a desktop file holder, a two-drawer cabinet near your desk, or a four-drawer background cabinet in the living room.

Choose carefully. Allow progress when viewing cabinet files – buy something to double-check this file that you think you will have now. This will limit your filesystem to rebuilding and reorganizing multiple times.

(4) Invest in a good labeling system for clear and easy access.

Reading file labels seems obvious, but the explanation in labeling will save you more files than you can imagine.

Most companies that design labels provide templates that integrate with the most popular word processing applications. You have to accept one of the smaller label creation systems that can now print individual mailing labels. Double-duty items are usually a wise investment.

(5) Now, you are ready to buy the file folder.

The best investment is to buy colored hanging folders (make sure plastic label tabs are included) and simple Manila file folders. Colored hanging folders are perfect for two reasons:

  1. They are readily available
  2. They make it easy to recognize categories

For example, suppose you include your customers’ files in yellow financial information in blue, and anything related to marketing in red folders. In that case, you can easily see where you are looking for a specific file. Should go.

It’s simple

The Kochi principle applies to setting up a filing system that is easy to use and easy to grow. Keep it, simple love! The wide variety of articles will allow you to easily add new files to easily expand. It will eliminate the need to update or modernize the system by regularly updating your scope.

Making it simple will make it easier to integrate your paper and digital files as part of your overall document management system.

Where possible on paper

If you’re trying to green your business and make a change to the “unconditional office,” you can scan receipts and save them with your digital accounting information. The new cloud-based accounting software application facilitates this through mobile apps that allow you to take an image of a receipt on a mobile phone and record it on the fly ( Best Accounting for Canada Small Business) View software ).

Keep in mind that paper copies or digital photographs of expenses generally accepted by the Revenue Agency of Canada (CRA) are legitimate. If not, the CRA may demand to look at the original paper documents during the audit or routine application for documents, so the original should always be kept for the allotted time.

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