Think Beyond the Big Box...

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Manage Your Snail Mail

Oh Hiya,

snail mailMeg here! A few years ago, the mailman was one of the sole carriers of information and documents for your office. But today, the rise of email has taken us further away from traditional snail mail. While technology has made quite a few things quicker and easier, snail mail still holds a strong place in our offices. So how can you juggle both forms of communication while staying neatly organized? I’m here to help!

  1. Start A Routine-Whether your mail carrier delivers directly to your office or you have a P.O. box, be sure that you know when and where the mail is delivered. With the immediacy and ease of email, it can be difficult to keep a schedule on direct mail. Once you make a note in your schedule to keep watch on the mail, you’ll never miss another bill or letter again!
  1. Organize a Mail Center– Be it on your desk or at a separate table in the office, a mail center is incredibly helpful. Depending on how much mail your office receives, it can be a quick five-minute job or it could take an hour or two out of your afternoon. When I’m sorting through mail, I like to keep this Writing Pad handy to jot down notes for any important payments or events that may be coming up. In the instance that something requires immediate attention, I also keep a stack of envelopes and Shipping Labels for quick turnaround. That way I can cross those items off the To-Do list as soon as possible!
  1. Unsubscribe– Does it seem like your company receives more junk than mail? Just like you would unsubscribe from a bothersome email list, look into unsubscribing from unwanted mailing lists. Sometimes this is easier said than done, and in the cases of unavoidable junk mail, toss it in the recycling bin!
  1. Safety First- While junk mail can easily be recycled, there are some items that contain more detailed information about your company. When in doubt, shred! I couldn’t live without our Cross-Cut Shredder. It shreds paper into cross sections, which is much more secure than a strip-cut. I also love how I can load the tray with papers for automatic shredding. It saves so much time.

I sure hope these tips help you to stay organized and on task when sorting through your office mail! Email may be a bit faster but there will always be a need for snail mail and keeping organized is a useful skill no matter what your preferred method of communication. If you’d like a few other ideas for keeping your mail organized, take a look at what the folks at Level Money have to say.

Until next time,

Meg

Send a Professional Report

Oh Hiya!

Meg here and as we prepare for a new season outdoors, we also prepare for a new season in business. We provide a variety of weekly, monthly, and quarterly reports to our clients and partners that are critical to our growth. In order to make these reports organized and professional, we use a variety of tricks and tools.

reports

To start, we keep a list of all the reports and due dates handy to be constantly updated during stages of work and completion. Nothing is worse than working through a document that’s already been finished by another member of your team. Our running list is on a white board, but you can start a workable spreadsheet online for your team or you can even use a good old paper to-do list. No matter the method, the most important thing is to stay on task and organized when it comes to producing reports.

Each report has quite a bit of data to keep track of, especially the quarterly reports. As the analytics roll in for our reports, I like to keep it all organized in specific folders using my Smead SuperTab Notes Fastener Folders. With their extra large tabs, I can personalize each folder down to the specific report and nature of the data with plenty of space to spare. Keeping the folders organized with easy to read information makes for a huge stress saver when it’s time to organize it all.

For those times when I need to re-label a folder I always turn to my Avery® Permanent File Folder Labels. They’ve got some great sticking power so I never have to worry about the labels coming off the files getting out of order.

Another great idea is to keep the analytics and data up to date on a running cycle. Whether that means a quick rundown on the information every couple of days or a weekly check in, it will save time in the long run if you keep a continuous eye on it. Some data may not be ready to check during that time but for the reports that are ready, this is a great system. Rather than spending a long few days compiling data and analytics, you can simply pull the information you’ve kept track of for easy and quick access.

Finally, you’ll be ready to present your reports! Make sure that your hard work comes through visually by creating a professional hard copy for your clients using the Fellowes® Galaxy Manual Comb Binding System. All those hours your team has put in organizing data will be ready to show off in a hard copy bound booklet.

No matter how you present it, organizing data and analytics for reports can be a bit time consuming. With the right system you can make it out with less stress and here’s hoping my tips will help you and your team. For a few extra pointers in office organization and productivity, take a look HERE.

Good luck with those reports and until next time,

Meg

Designing a Modern Office

Untitled design (5)The look and design of your office can have a large effect on your productivity. The way which you organize files and have your supplies stored can either boost your efficiency or waste your time. A modern, clean design can streamline and focus your mind.

Here are a couple aesthetic changes you can make to your office to increase productivity:

Technology: Every office has a computer, possibly double screens, a tablet, television, speakers, video chat, etc. Displaying this technology all over the office can be distracting and staring at screens all day can lead to headaches. Be selective with how much technology you keep on your desk. Even storing your cell phone will decrease distractions. Tablets can be used and displayed easily on the Fellowes I-Spire Series Tablet Suction Stand.

Artwork: The kind of art and photos you display in your office can also affect how hard you work. Choose images of things that motivate you and encourage you. Whether your motivation is your family, money or power, you can find images that will promote that dream.

Furniture: Your office furniture determines how comfortable you are and how you move about your space. Your desk should have ample space for doing work, as well as housing your motivational artwork, while your chair needs to support you without putting you to sleep. The HON Executive High-Back Chair has a sleek, professional look, while feeling soft and homey.

Make strategic choices when it comes to technology, artwork and furniture in your office to ensure productivity.

What Causes a Paper Jam

 

Choosing The Right ShredderPaper jams are the most common frustration when it comes to shredding. When a jam occurs, it is usually due to overfeeding, mis-feeding or fast feeding paper into the shredder. By being aware of these common shredding mistakes, along with having a shredder with the right jam prevention technology , you can keep your shredding experience hassle-free.

Overfeeds

When too much paper is fed into a shredder at one time, this can cause a paper jam. Knowing the sheet capacity (or how many sheets your machine can handle) can help prevent jamming. Also, you can help eliminate overfeeds by having a shredder equipped with a jam prevention system that can electronically sense when too much paper has been inserted into the machine.


Mis-feeds

Inserting paper that is folded, creased or wrinkled can also cause a misfeed paper jam. A shredder with advanced jam prevention can power through mis-feeds or cleanly reverse out the paper so that it can be removed – both eliminating this cause of a paper jam.


Fast Feeds

Fast feeds are caused when a stack of paper is fed into the machine before the shredder has finished shredding the previous stack. Shredders equipped with an advanced jam prevention technology that can detect fast feeds will pause the shredder, allowing you to remove the excess paper before it turns into a paper jam.

 

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