Establish an efficient filing system

The key to saving time in a home office is simple: be organised! The more organised you are, the more time you’ll save looking for lost documents, dealing with expired passports and licences, and desperately trying to replace bank statements. First up, establish a system that works.

*Make sure you have separate files to group important papers: payslips, taxation details, mortgage or rent and insurance payments, bills, business and household expenses, subscriptions, club memberships, bank and credit card statements, documentary proof of your savings and investments, receipts and guarantees for household equipment.

*Depending on the amount of space you have, organise your files into a filing cabinet, filing boxes, upright files or folders (much the same as books on a bookshelf). In order to find them quickly and easily, label files according to the sort of documents filed as well as the years they cover. b Remember, some financial records can now be kept for you on databases that are accessed via the Internet, using a password. This means you may be able to keep fewer paper files, only printing out a hard copy for those times when you really need it.

Find filed documents quickly

Finding records quickly can literally save you many hours of wasted time.

*If you work from home, you’ll need to make sure that work files and household files don’t get mixed up. For some, the move towards a paperless office is a reasonable goal, but for most of us filing and storing paper bills and documents is still a reality that requires a methodical approach. Two separate filing cabinets may be the answer, or a colour-coded filing system – red for work, green for home – or something along those lines.

*File bank and credit card statements as soon as you’ve checked through them, placing the most recent ones at the front of the file.

*If you have a cheque account, store your cheque stubs in the same file, in chronological order, so that you can find them quickly.

* Keep a record of the numbers of cheques in a book in case the chequebook is lost or stolen (or at least the first and last numbers).

* Keep a copy on file of the telephone number you need to call to report a chequebook or a credit card that’s been lost or stolen.

* Put section dividers between the main account and any other accounts you hold. This makes it so much faster to locate the document you need immediately.

* Remember, for many accounts you can now opt to access information online, only printing off a paper statement when you really need it, which will save you time filing and retrieving paperwork.

Simplify your systems

Do you need to renew official documents such as a passport or driver’s licence? Follow these tips to save time by simplifying your systems.

*Make a note in your diary or Personal Digital Assistant (PDA) when important documents are coming up for renewal, as renewal is a faster process than applying from scratch, which can result in unnecessary time-wasting delays and added work for you.

* Driver’s licences are usually sent out as a matter of course, but, regardless, renew it as soon as possible, to avoid complications.

* Avoid unnecessary journeys: if you’re not sure which documents you need to provide when applying for or renewing an official document, make a phone enquiry or check the appropriate web site to find out.

* Avoid waiting ‘on hold’ on the telephone for long periods. Check the Frequently Asked Questions (FAQs) section of a web site first, to see if you can quickly find the answer to your question.

* Prepare a passport renewal application ahead of time to avoid delays. Adult passports can usually be renewed if they haven’t expired more than 12 months before the time of application. You can access and print renewal forms online (see ‘Find out more’, at left), but you must lodge the completed application form with the passport office, a post office or some other recognised agency, for checking of details. You will also usually need to provide three different forms of identity.

* If you lose your passport, report it immediately to your local police station or passport office.

* Using the Internet can save a lot of time, but while most web sites – especially government ones – aim to list the most up-to-date information, also remember that regulations, such as following security reviews, vary between countries and can change over time. You’ll make life a lot easier for yourself if you take the time to read web site instructions carefully before proceeding with your task.

* Keep photocopies of important documents in your files, such as your birth certificate, marriage certificate, passport, driver’s licence and car registration. You will save a lot of time if any of them are lost or stolen simply by being able to transcribe important information from them, such as document or passport numbers. Replacing these documents can be a lengthy process and delays can occur while checks are made by the authorities to validate your information.

* Prepare a ‘disaster’ plan. Ask a close friend or family member to keep copies of original documents in case a fire or flood destroys your records.

* While it’s not possible to replace original birth certificates, in most cases you can obtain an official certified copy from the relevant administrative authority as proof of your birth.

* In South Africa, download the abridged birth certificate form and fill it in before taking it to your nearest home affairs office to be processed.