Do you have difficulties in filing your documents in an organized way? Or, do you think it is difficult to find a document every time you need it? In this article, we will focus on how you can organize your documents, contracts, or any important file using a practical and quick technique. Check it out below.
Organize your documents: know the importance
Performing efficient document management is essential not only to facilitate the routine of a company but also to help you in your personal or academic life.
We accumulate documents with some frequency. Some of them can be discarded after a while, others are necessary to file correctly for eventual consultations.
And everyone knows that, with the lack of organization, how exhausting it is to go through all the folders – digital or physical – in search of an important document.
Therefore, document management is present as an administrative tool to facilitate both company processes and anyone’s personal routine.
It’s a set of techniques and procedures that allow you to organize and store your documents safely, enabling their quick location and correct disposal, in accordance with current legislation.
In addition to these benefits, good document and contract management can bring numerous benefits. Check out below some of them.
Finding what you need, when you need it
There is nothing worse than wasting time and energy looking for something that should be at your fingertips.
So when you organize your documents in one place, you know exactly what to look for and how to look, making your routine more productive.
Save physical space
In the course of our life or the progress of the company’s processes, we have accumulated a huge amount of papers. And thanks to technology, today, you are able to carry out a practical and secure digital storage to organize your documents.
Thus, saving physical spaces that can be used for other more important functions in the company, or even in your home.
So, select a day to separate the files. Check what can be digitized, and what you need to keep in physical format, as well as what can be discarded. And do this cleaning on your files.
With an organized space, your mind will also work in an organized way, and you have an extra gain.
Information security and confidentiality
When choosing a smart system to organize your documents, you will have the security and confidentiality of information. After all, when you register on any platform, you include your passwords and guarantee that no documents will be lost or breached.
This strategy is important, especially if you will use document management to organize your professional routine.
Time optimization and increased productivity
When you have all your documents organized in a single environment, you increase your productivity and optimize time. Because you know that you will find what you need more easily.
Organize your documents using this curious technique
When choosing the best platform to organize and manage your documents, you can evaluate the one with the best cost-benefit and with a simple and intuitive interface, to make your routine even more practical.
Today, the market offers a huge variety of management tools for you to organize your documents efficiently and with security, ensuring that you can find what you need and when you need it.
What we are going to present to you today is Evernote. A secure data repository that will enable you to organize and record all information quickly and all in one place. Thus, check below all the possibilities of this tool.
Read more: Evernote: Organize your Paper Notes Effectively
Define notebooks and tags by themes to organize your documents
To make it easier and faster, archive your documents in a segmented way and divide them into specific notebooks according to the theme, categorize each file using the tags that Evernote provides. That way, you’ll know where and how to find it more easily.
If your documents are very messy and you don’t have the time you need to scan them, or archive them, take a few minutes of the day to do it little by little. And when you imagine it, everything is already organized in one platform.
Create a document template and send it to everyone involved
In case you are thinking about implementing document management in your company, what will facilitate and a lot of teamwork is to create models and make available to all involved.
Evernote itself allows you to invite members to edit the files on your account.
So, if you have to fill out a common document for all customers, leave the document already saved in an Evernote note, and when you need to use it, just copy the template to another note and edit. Thus, you create an agile tool for one of your company’s processes and maintain the organization of your documents.
Create a routine and organize your documents
After sorting, scanning, and organizing your documents, create a routine so that at the end of the day, or at the beginning of the next day, you can archive all the documents accumulated throughout the day.
This way, you will create a routine of organization and never have to worry about the mess again.
Search your documents easily using this tool
In Evernote, both in the free and paid versions, it’s possible to locate a document from the tag included at the time the document was archived.
For example: include the word “invoices” in the search tool and all files categorized with this keyword will appear.
To further refine your search, also include the word “receipts”, and you will have your specific file in minutes.
In addition, in the Premium version, Evernote makes it possible to search within documents. Therefore, whenever you need to consult a contract clause, for example, just include the keyword in the search tool, and Evernote will retrieve the document in seconds.
Finally, to further facilitate your learning, watch below a video where, Mauricio Aizawa teaches, in practice, how to organize your documents and contracts with this technique. He also teaches you how to save a new file from notes, within Evernote.
In conclusion, how about creating a free Evernote account and start organizing your documents right now?
Finally, what did you think about this content? How do you usually organize your documents? Leave your opinion in the comments and share this material with your friends.
Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.
Reference material
- YouTube – Personal and Business Productivity
- Set a productivity routine – Google Calendar + Evernote + Calendly
- Organize na Pratica – Courses
