These days, managing business documents has become more crucial than ever for every business.
Therefore, people spend plenty of time looking for the best way to streamline their business documents.
But it is not a piece of cake!
They face multiple challenges when it comes to keeping documents, processing, and sharing them.
Are you one of those people who struggle to manage business documents?
If your answer is yes, this guide has got you covered.
In this guide, we will walk you through the best ways to streamline your business files with perfection.
Here you go!
1. Minimize The Paper Consumption
First things first!
You need to review your paper usage. This is the first step that leads you to streamline the business.
As a businessman, you have to deal with piles of papers daily.
You can start by asking your manager and employees the following questions:
- Why do you need to add particular information to the paper?
- Why do you need papers to get your daily tasks completed?
- What type of information do you need to pick up from the paper?
- Does it impact your work efficiency if we convert all the papers to PDF?
This step will lead you to adopt a paperless work culture.
2. Convert Word Documents To PDF
There are many benefits of converting Word to PDF. These are:
· Maintains Original Formatting
When you open a Word document on multiple devices, the formatting will change. How bad it would be!
Therefore, you need to convert MS Word documents to PDF because the file’s content, including text formatting, photos, hyperlinks, and even comments, is preserved in PDFs.
· High Compatibility
PDFs are compatible with all devices, including desktops, laptops, and mobile devices.
When you want to switch to another device or need to exchange files, you can open them whenever you want, from any place, without worrying about compatibility issues.
· Easy To Combine
Your team keeps track of multiple documents. Some files belong to a single source file. Hence, merging PDFs into one document is the best move.
This is one of the biggest advantages of using PDF.
How to combine PDFs?
An online PDF combiner tool can help you join several PDFs instantly. Most importantly, it is a 100% free file-combining process.
A top-quality PDF merger has a user-friendly interface that lets you use it easily.
All you need to do is upload PDF files on it and hit the “Merge Files” button. An online PDF joiner merges piles of PDFs in a single go.
In a nutshell, it saves you a lot of time and device space.
3. Do Not Save Irrelevant Papers
Set a goal not to save everything that comes your way.
Look over the material quickly, and only keep a file if it is necessary for your business or is related to your work activity.
Too many unnecessary documents increase clutter and make it more difficult to find things later.
4. Use The Same Naming Scheme For All Of Your Files And Folders
Consider dividing a primary folder into subfolders for clients, suppliers, and teammates.
You can use abbreviated or shortened names to make it clear what or who the folders are related to.
Even color coding can be employed to make it simpler to distinguish between various folder groups.
5. Separate Continuing Projects From Finished Ones
Some people like to keep current or continue work on their computer desktop until a task is finished.
Once finished, they transfer it to the area where files belonging to the same category are kept.
Move files you are no longer working on to the folders where your finished work is saved regularly.
6. Sort Papers According To The Date
Make sure the date of a document is visible by underlining it, putting it in the paper version, or adding it to the electronic version’s title.
By doing so, you can arrange your papers in chronological order without having to open each one individually.
In this way, you can find the documents more easily at the need of the hour.
7. Define Document Access Control
Verifying who has permission to view, edit, or delete a document inside an organization is called document access control.
The visual depiction of which group can view certain document categories must be properly defined.
To always retain control over the security of your documents, we suggest crafting a sheet with document types as columns and groups as rows.
8. Keep Track Of Document Versions
Documents frequently undergo revisions, especially those used in group projects.
Losing track of which version was produced, when, and by whom causes issues since it may cause you to work on or use an older version instead of the most recent.
You can tackle this issue by tracking document versions.
By manually renaming each new version, you can accomplish this.
9. Backup Your Files
You should regularly back up all of your files to protect data against mistakes, hardware failure, and attacks by malware.
While it is simple to reinstall operating systems and software, restoring lost files and data can be hard without a secured backup, either locally or in the cloud.
10. Conduct A Comprehensive Audit
Document management and auditing go hand in hand.
Technically speaking, an audit is a thorough evaluation or examination of the books of accounts.
It makes sure that everything is going according to plan or is working out. Therefore, you can perform an internal and external audit to make sure that document management is proceeding exactly as you had planned.
Good documentation management makes accessing the necessary records easier, which helps with corporate audits.
Additionally, it provides auditors with a clear and traceable procedure.
With the help of the aforementioned tips, we hope you can easily streamline your business documents.
Keep in mind that document management is a continuous effort.
You still need to keep an eye on it, even with the right equipment and software.
So the wait is over.
Practice these ten tips and streamline your business like a pro.