Whether you are moving your office to a new location, or you are simply remodeling, you will likely have to transport many important items. As you begin your move, you will notice that the most difficult assets to transport are your paper documents. This is because in addition to carefully transporting them from point A to point B, you need to make sure that they remain organized. Fortunately, this doesn't have to be as difficult as you might imagine. Follow the following three office moving tips to de-clutter your documents before you start moving.
Step 1: Figure out how much paper you have in the first place
In order to properly de-clutter your office, you must first figure out how much paper you have in the first place.
Do not assume how much paper you have either. If your office is cluttered, it can be difficult to clearly see how much paper you have. To put things into perspective, the average worker generates 10,000 sheets of paper per year. If your organization has 20 workers, your office will be cluttered with around a million documents in only five years.
Step 2: Get rid of your paper documents all together
Once you know where all of your paper documents are, the next step is to get rid of them completely. Start out by shredding all of the documents that you do not need. This will significantly streamline your ability to manage everything.
You should get rid of your important documents as well
While it may sound crazy to get rid of your documents – especially the most important ones – this is one of the best office moving tips that you can follow. Here are the reasons why:
We are not suggesting that you start frivolously throwing away some of your organization's most important assets. Rather, you should convert your organization's documents to more manageable digital flies. Even if your office is cluttered with millions of documents, this can still be an easy process. You only need to do the following two things:
Invest in document management software
You do not want to replace a physical document clutter problem with a digital one. As such, it is key that you prepare to organize your documents before they are officially converted to digital files. You can make this happen by incorporating high-quality document management software. In addition to being able to organize your documents, certain document management software solutions can also provide cloud access.
Choose professional document conversion services
Instead of getting overwhelmed by the amount of documents you need to convert, have a professional document conversion service get the job done for you. Not only will they take away the difficulty of this process, but they will also provide you with the following benefits:
- Faster document conversion
- More document conversion security
- Better digital document organization after conversion
*If you want to retain the original copies of your documents, place them in a storage facility, rather than allowing them to clutter your brand new office before you even start to use it.
Step 3: Make sure that no incoming documents get in your way
Even as you move, your organization will continue to function. This means that documents will continue to come your way – but you do not have to allow this to create clutter. Encourage your team and business partners to create and send digital documents, rather than physical ones; if you do receive any paper documents, immediately scan them into your computer system.