Increasing assistant productivity with numerical filing system

Increasing assistant productivity is simple - cut down on unproductive things that you do in a given day. However, even if it may seem simple as it sounds, many assistants may still find it difficult to accomplish – and there are still other things that need to be considered to boost assistant productivity more effectively.

Sorting, filing and searching files and documents can each be difficult, and each of these tasks may not only make you utterly confused and exhausted, but you also become uncertain about what you are going to do next as well. A lot of assistants spend so much time merely searching for things. Many of them may find sorting, filing and recovering information a tough task.

A numerical filing system can simplify filing activities, thus helping to boost assistant productivity. This method, alongside a keyword search function, can help convert filing into a foolproof system that performs well and efficiently. A numerical filing system can significantly reduce filing aggravation and save you time and effort in the process, thus helping to channel more of your time doing other tasks.

For instance, you come across a vehicle lease agreement and become easily bombarded with a lot of questions. You start wondering what to do or where to and how to begin when it comes to sorting, searching and filing documents for this task. You gather the same document and key in ‘lease’ and ‘vehicle’ on your computer. The program will automatically inform you if these words are contained in another file name. If nothing appears, then there is no file for vehicle lease in your system. You can them name the file and go to a keyword section where you type any word that would link with the file that you have created. It will then be easier for you to locate the file and retrieve the information whenever your boss needs it. Thus, productivity is improved.

To change into a numerical filing system, you need to have an adequate number of hanging file folders. You should have more hanging files than you need to make sure that you are on top of filing. You can try the Paper Tiger software program. This software is created especially for numerical filing. The same system, however, may not be used for organizing files alphabetically, especially for assistants who cannot immediately make the paradigm shift.

Microsoft Excel is another option that you can use as well. While a lot of users may have a level of difficulty familiarizing MS Excel applications, it is a cost-savvy alternative to buying Paper Tiger software.

The use of standardized and user friendly filing system may seem like a walk in the park. Its effectiveness and efficiency serve as an important tool for boosting productivity among assistants. If you still find yourself being still frequently caught in sorting, filing and retrieval dilemma, you might want to assess your existing numerical system and see whether it is time to change into a new one that can address your needs.