When I started my business I had the idea that it would predominantly be a paperless office, now I find myself taking up more and more space.

How much space does your virtual office use?

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Sharon
Melbourne, Australia

My equipment (computers, desks, printer, modem, phone, etc.) take up the majority of my space. I have supplies for my clients (stationery, envelopes, etc.) with each of them having their own separate drawer in a filing cabinet. Out of one of those drawers for my filing cabinets I keep all of my software, backup discs, reference manuals and a file for anything that needs to be scanned and filed, and my work in progress is stored in there. I don't leave anything out on my desk when I'm not working.

Overall, I don't have a huge space for my office and I don't have papers laying everywhere. I am in the practice of scanning all documents that need to be kept and do this every day so it doesn't become a nightmare task.

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Mary Hettwer
Hettwer Virtual Office

I am completely paperless but we have a number laptops, an external hard drive... discs, etc. yes - but that's about it.

I do have a small 'filing system' [a manilla envelope] for my receipts etc. for tax purposes but otherwise I don't have any paper. All of my contracts are electronic [I use EchoSign.com]

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I hope mine is primarily paperless, but a lot of it is going to depend on the client and what they need. Right now I have one client who does most things electronically which is a big help to me!

Sharon, what kinds of papers seem to be taking over your office? Is it paper going to the client, or is it your records? I do know what you mean about paper taking over - it seems to multiple overnight!

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Gladys Strickland
GS Business Resources

Originally Posted by GladysS

Sharon, what kinds of papers seem to be taking over your office? Is it paper going to the client, or is it your records?

I guess it's mainly my own records - marketing materials, resource information, things to read and the never ending to-do list!!

I'm still trying to sort out my work space, not quite sure what's right for me yet. Everytime I think I have the answer, hubby finds a reason why it won't work. In the meantime I've just got "stuff" everywhere.

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Sharon
Melbourne, Australia

I am also mostly paperless.

I do have one client that I have to print out things in order to complete tasks.

I think he is the only one though

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Kristina ~Success Office Solutions
Our Solutions Equal Your Success!

I hoping to be completely paperless but right now, I seem to be drowning in paper! My solution to that problem is tabbed BINDERS! I'm a binder freak but at least I know where to find it when I need it! Even handwritten notes!

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Barb
Iken Organize

I really like all the suggestions here. I do not have a home office as of right now, but hope to keep the paper minimal. The CPA office I work at tries to keep paper down and we scan almost EVERYTHING to our server. It also makes it really convenient when different people are looking for things. Have a good "filing" system on your computer is important too.

When it comes to paper I do have folders and binders for everything though. So even though I may want a paperless office I'll probably keep so much paper anyway! lol

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-Kelli
Virtual Assistant/Bookkeeper

Because I print my own biz cards, brochures, post cards, etc. I make a point of only printing what I need at any given time in order to keep the clutter down. The only 'physical' papers in my office at any given time are 1) a 4" notebook, separated by tabs, that holds notes I have created from the various ebooks, forums, etc. with information I don't want to lose and 2) a few 'real' books that I can't seem to give up and that have waaay too much info for me to skinny down to notes.

All client papers are either emailed, faxed (which comes to me in an email), or scanned by me and returned to the client. I also scan my receipts and bills when they come in and get paid rather than keeping paper copies on hand; if the IRS wants to see them, I hope they have a computer!

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Lily Chambers, The Virtual Office Goddess, LLC
Author "How to Do Your Own Small Business Bookkeeping"

The only papers I have in my office are contracts. Do you guys have your clients sign these contracts and mail it to you - or fax it and you keep it in your computer? I may have my clients start e-faxing their signed contracts so I can just keep it stored in the back up external hard drive.

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Brenda A. Jones
www.brevos.com