Clearing 5 Blocks To Clean Business Files

Posted on Feb 22, 2021
By Kerry Anne Nelson
4 min read
Victoria Business processes management
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Cleaning out business files can be such a mountainous task that business owners often feel overwhelmed just thinking about it. Did you know that 83% of workers have to recreate documents that already exist because they can’t find it in their online system? So that’s where all their time went!  So, with the aim of making things easier, we’ve hacked away at that mountain and found that it’s made up of 5 main parts. Now, together, you and I are going to divide and conquer… one molehill at a time.

It’s Boring

You know it and so do I. It’s not fun, but avoiding it is guaranteed to see you paying for it, repeatedly. So think about it. Do you want to pay your staff to keep on muddling their way through, creating new problems as they go because there are no clear rules, or would you rather roll up your sleeves now and put an end to the misery of never being able to find what is needed for your business? Fabulous flow and systems to keep people working effectively and efficiently are waiting just on the other side of that pile of files.

Victoria Business processes management

“Setting a goal is not the main thing. It is deciding how you will go about achieving it and staying with that plan,” Tom Landry

It’s Never Urgent

You know that feeling don’t you? Something or someone else is always screaming at you, (sometimes literally), demanding your attention, your time, your effort or your money. That may never change, people and business in general being what they are, but here’s something else you know, deep down. If you don’t spend some effort and attention making your workflow easier, your workload is only going to get heavier. This means that you’ll never have the money that you should, or the time that you want.

It’s Confusing

Not the current state of your files! No, I’m talking about the solutions to cleaning out business filles. Creating categories and naming conventions to make sure that your files stay organised takes some higher order thinking. This is where getting some outside help can often be extremely beneficial. Fresh eyes can help you to see ways out of the mess that your files are currently in. With a little help you’ll soon have a system, and a plan for keeping it up-to-date.

It Makes No Money

It’s a dead certainty that creating  a serviceable filing system won’t get you the money that making sales, or servicing clients will, but here’s the thing. Not having that system absolutely will cost you money, time and time again. The effort, energy and cash you invest now into creating a great filing system won’t be something that you’re likely to regret, but the money you don’t spend here will keep you tripping over yourself forever. Plus, think of the time that you’ll save yourself and your staff by avoiding the work-arounds that are currently needed to manage your dodgy filing system.

It’s Never Perfect/It’s Never Over/It’s Never Done/It’s Never Finished

And lastly, you need to remember that the perfect filing system really does exist, but it will never be hands-free. Your system needs maintenance. That’s because like all systems, it will decay without it. Don’t let this roadblock stop you though. The work it takes to maintain the system will save you potentially years of effort over the life of your business. Dealing with disorganised files costs so much more. Plus, once you’ve got the system down pat, you can delegate to your heart’s content, assured that your staff will have access to all the tools and information they need to keep your filing running smoothly. They’ll be cleaning out files, deleting and archiving where necessary Best of all, they won’t need to ask you twice, “Hey, how do I do this again?”

So to cap it all off, get started and get help. Cleaning out business files isn’t like an endless series of dirt tracks and backroads. It’s just an on-ramp that leads to the open road, where you can drive your business your way.

Kerry Anne Nelson

About Kerry Anne Nelson

Kerry Anne Nelson is the founder of Operation Verve and is a qualified first-class Honours graduate with more than 8 years of experience in education.

Kerry Anne Nelson is a workplace processes architect and uses her Lean Six Sigma training to maximise her years of experience in business management, education, and team leadership to help clients achieve lasting business growth.