Considering some of the questions associated with Paper Systems -
1. Is there a System or, set of Systems, which controls every piece of paperwork in your office, or do you have a 'general' tray?
When a piece of relevant paperwork comes into your office is there a set procedure to deal with it? There should be, and ALL your Staff should be aware of that System. If there isn't, or they don't, you run a serious risk of losing information, and certainly efficiency.
2. If you have such Systems are they adhered to by your Staff, or does the paperwork accumulate in a pile on each of the desks?
The whole point of a System is that they not only provide an audit trail for the paperwork, but also a path to follow to find it between its reception and being filed. But if your Staff do not follow the System, it is important to know why - the System itself could be the problem. Hidden paperwork, even in plain view, is often missed because it is always there.
3. You have the Systems, and your Staff use them, but if you have computers interfacing with the Paper Systems, do they interface at the right point?
It is very good for the information from the paperwork to be input into your Computer Systems, but it is important that the input is at the right point for both Systems. Inputting information just prior to filing the paperwork may be great for finding it in the filing system, and for hindsight; but it does nothing for many other uses such as Invoicing. Strong consideration needs to be given as to when and how the Paper Systems interface with your Computer Systems.
Choose the wrong time and place, and you could actually be causing your own problems. Certainly, a more hidden aspect of this problem is reduced efficiency.
These questions and more can be identified and addressed by Barry Woods. Call him today on 07917 103554 or send him an e-mail with your contact details so he can call you.
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