Consider the bare bones structure of your organisation. Perhaps it was founded by an original idea or concept, perhaps it was built up from there. Where do your people fit in? Are they the pillars holding the whole thing up? Load bearing essentials? Where is your information? It undoubtedly makes up a foundational piece of your organisation’s structure. Perhaps it is the very cornerstone that sits at the centre of it all.
Most businesses deal with paper every day. Heaps of it, reams of it, stacks of it. Documents, records, invoices, notes, to-dos. However you shake it, it’s all information. As that information multiplies – like bunnies, I’ll have you know – it has the potential to leave you utterly inundated.
Dealing with bulk and the ever-increasing volume of paper information brings a question of efficiency; how can it possibly be maintained?
Efficiency is important for your business to progress and grow. In addition to hiring efficient employees, it is also important to help those employees out by making your entire office set-up efficient. One way to do that is to treat and manage your information more responsibly.
The best way to start is by implementing an information management policy. It should include:
- Digitisation to decrease bulk of paper
- Making the move to a paperless set-up – where most document creation can be done digitally, and not on paper
- Regular auditing to keep track of which information needs to be maintained on paper as a necessity
- Off-site storage of data, so it’s kept out of the operational area of your office
- Outsourcing the responsibility of organising large amounts of data, alleviating the burden on your own staff and increasing efficiency
- The creation of metadata and access pipelines so that digitised information is also well organised
- Maintaining proper indexes to save employees sorting through large amounts of data and documents looking for specific files.
While efficiency may be your primary goal, there are a lot of additional benefits to an organised, responsible Information Management approach. Chief among them? The savings:
- You save money spent on buying paper
- You save money on stationery products that go hand in hand with paper records such as ink, paper clips and pins, filing supplies, printers, shredders, etc.
- You save money on valuable office space; it’s expensive so why take up space with boxes of paper?
- You save money on the cost (and time) involved in shredding and recycling the paper
- And when your employees find a more efficient office set-up, more work gets done and productivity is increased.
- With an efficient information management system, you’ll have the added advantage of easier reviews and more options for growth. No one can deny the value that would add to your office.
Information management can have a lot of advantages, especially when it’s done well. These include organisation and a better utilisation of resources. While organisation is a much-needed asset in any office, better utilisation of resources adds value, which is your ultimate goal.
To add value, productivity and a peace of mind knowing you’re achieving both to your organisation today, get in touch with ZircoDATA by clicking the link, emailing firstname.lastname@example.org or by calling 13 ZIRCO.