Small Business Office and Paperwork

No matter what type of business you have, you will need an area to do paperwork and office work. You will need to set up the area to provide you with optimal service for the type of business you have. There are a few rules I make about my office space. First off, no one can walk in and see my monitor. If I am working on payroll or income taxes, I want to make sure I am protecting the privacy of those involved. I also keep my filing current. I do not have time to hunt for a paper or invoice. Keeping my filing up-to-date saves me countless hours of paper chasing.

Benefits of an Office Space

Retail stores and restaurants can benefit from having an office area on site, but there are also benefits to having the office area in a different location. The office area should be located where your customers and employees either no access or very limited access if your office is located in your building. One of the benefits is you are on hand even when you are taking care of the bookkeeping and payroll chores of your business. One of the drawbacks is that you are more likely to be interrupted while trying to concentrate on the task at hand.

Benefits of a Home Office

Home offices can multitask if set up correctly. There may also be tax benefits for having a home office including the ability to deduct the cost of your internet service for business purposes. The ideal home office should be set up in a quiet room where you can shut the door for privacy. If a room is not available, select a quiet corner and a desk area where you can protect your work. If you have young children, you may want to invest in a desk you can close to protect it from peanut butter sandwiches and spilled drinks. You will also want to keep your business materials and bills separate from your housing bills and receipts. The separations will aide you when it is time to calculate your income taxes each year.

Arraigning your Office

No matter where you set your office space up, keep in mind the position of your monitor. If you are working on payroll or other sensitive items, you do not want anyone passing by the door, or window, to be able to see the figures on the screen. Try to arrange the room so that you face the door or, at minimum, your monitor faces away from the door. This will give you some privacy for your customers and employees. If you are facing the door, you will be more in command of your area. No one can sneak up on you and if the door is open, you will be able to monitor what is going on in your immediate surroundings that may need your attention.

Prepare for the avalanche of papers.

The second most important piece of equipment you will need for your office area is a filing system. A small business has tons of paper that must be kept, paid, filed, or studied throughout the life of the business. Take control of your paperwork early. Keep your filing current so that you have more time to do what you do best-Run your business.

Employee Workstation Suggestions:

When you have employees who use a computer, decide early how you want to set up their area. For example, someone who works on income taxes and payroll should be sure that their computer monitors face away from the door to the office. Instead, set them up so their back is to a corner.

It takes just a few minutes to set up a office and when you plan just how the office will work and who may be passing by, you will find your office is a haven to work in rather than a dreaded mountain of paperwork you never want to face.

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