Best Ways To Keep Business Documents Organised And Boost Efficiency

Every day businesses of all sizes create many business documents, such as invoices, manuals, proposals, blog posts, guidelines, press releases, and more. As your company and team grow, it is inevitable that you will start producing more documents on a daily basis. While documents are crucial to your work, they may also be responsible for decreased efficiency and lack of organisation in the workplace. Therefore, wherever documents are stored, it is crucial to keep them organised and updated. Proper organisation of digital documents can help you increase productivity in the workplace and save time so you can focus on more strategic elements of your business.

Set Up Your Folders In A Logical Hierarchy

A folder hierarchy is an organisational structure, which makes browsing of one or more folders more convenient for different types of users. For example, different departments of your company may use different hierarchies. When you identify the need to create a new folder, build out a structure for all the folders that you will need. To simplify this process, you can even use a template, such as a group of empty folders and subfolders, that can show your team the type of structure you would like to maintain throughout all projects. Ensure these folders are easily identifiable as template folders to prevent your employees from filling them up.

Create Professional Documents

It is important to produce high-quality and professional documents to impress your clients and enhance your reputation. When creating a new document, your main focus should be on the content. Ensure you follow document formatting guidelines to make the content easier to read and digest. At times, you may be required to convert files from PDF to Word without losing the formatting. This will allow you to edit large areas of text or change fonts and styles. In comparison, PDF files have limiting editing options, and they may not be the right format in certain situations.

Deploy Standard Naming Rules

You will need to lay down naming rules to make the process of searching for documents and files easier. For example, file names may include dates, format, status, and other details, which can help describe the information inside more effectively. You may also want to mention the project name and version number to keep everyone up-to-date. These names will make the files easily scannable in the system, which can improve workplace efficiency. It is crucial to pass over these naming guidelines to the rest of your team, so everything stays consistent and organised.

Delete Unnecessary Files

As your company grows, unnecessary documents can quickly pile up. Although it is essential to keep a record of past data, you should also consider deleting outdated or corrupt files. If you keep too many unnecessary documents, this can make it difficult to find things in the future. It may be helpful to set aside some time dedicated to getting rid of unused files and documents. Also, avoid making a habit of saving everything that is sent to you. Take a look at the content and keep a copy only if it is required by your business or is relevant to your work activity.

DLA Piper Law Firm IP and Technology News PDF

Portable Document Format (PDF), standardised as ISO 32000, is a file format developed by Adobe in 1992 to present documents, including text formatting and images, in a manner independent of application software, hardware, and operating systems.

Multinational law firm DLA Piper has released the Intellectual Property and Technology News – United States.

DLA Piper IP and Technology News PDF

DLA Piper is a multinational law firm with offices in more than 40 countries throughout the Americas, Asia Pacific, Europe, Africa, and the Middle East.

PDF Contents

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  • Supreme Court corner
  • The future of DNA patents
  • The impact of inter partes review on patent litigation

DLA Piper Global Law Firm:

DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific, positioning them to help clients with their legal needs around the world.

They strive to be the leading global business law firm by delivering quality and value to their clients.

DLA Piper achieve this through practical and innovative legal solutions that help their clients succeed. They deliver consistent services across our platform of practices and sectors in all matters they undertake.

Their clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies. They include more than half of the Fortune 250 and nearly half of the FTSE 350 or their subsidiaries. They also advise governments and public sector bodies.