Student Sample #2 - Report Body

Report Body

Introduction

The purpose of this report is to show the positive effects the new filing system is having on Wilmot Pharmacy. Over the last ten years there has not been a set way of organizing the incoming tax forms, bank statements, checks written, and so on that came into the pharmacy. This unorganized system was causing problems in communication, which affected the business, so a solution was asked for. The solution in this project was implementing a new filing system into the office. The office is now more organized, time is being saved, and communication between the office worker and the pharmacist is improving. The main topics that will be discussed in this report include the initial problem, the filing methods that were implemented, and the conclusions that were made from this project as a whole.

Problem

This project served pressing organizational needs as well as broader communicative purposes. It was difficult to locate tax forms and bank statements, which were needed, but could not be found because many of them were in large piles or shoved into cabinets. Years of not organizing and having improper material to do so escalated this problem. Time was wasted while employees rummaged around looking for the wanted materials. This also caused a broader communicative problem because if certain files were not found, other organizations were effected when the deadlines on those forms were not met. The communication within the pharmacy was also effected. There was a lot of confusion and negativity, which reduced the productivity of the workers.

The first question that came to my mind was how could this problem be solved? I then answered my own question by thinking of ways to clean the place up. I decided the best way to deal with this problem was to organize all the cabinets using file folders and dividers. I thought this was the best method because I had done home organizational projects and worked as a desk assistant where I used files and dividers to organize my working space, and they were both very effective. In order to reaffirm my preconceived idea, I talked with two people who worked in offices and had experience with filing systems to see if they used similar techniques to file forms away. They said that using files, dividers, and envelopes would be a good idea since the office was small. I decided to continue the project using my initial idea since professionals approved it. Also, this way of solving the problem was cheaper for the company and also easier for me to work on while I was at the office.

Methods

Putting the plan into action took about 4 weeks total. First, I sectioned off portions of the office and examined the material that was located in them. Next, I formed piles of the similar material that was found in those areas. Once all the areas were sorted, I bought dividers that fit in the cabinets, as well as bins to place the papers. This portion of the project took about 3 weeks because there were many cabinets full of papers to sort through. But after all the work was completed, I made a map, which gives instructions as to the location and content in each area of the office. I decided to make this so that the pharmacist, future bookkeeper, and myself could find everything. The map is not fancy, but it serves its purpose and is easy to understand.

Analysis

I found the old filing system to be very unorganized and I wanted to put it in order. I decided to use the same organizational techniques that I used while a DA, which I knew would work well in re-organizing the office. So, the best technique to improve the filing system at Wilmot was to use dividers, folders, and envelopes to organize the office. I chose this filing method because it was the least complicated and successfully worked to store all the materials in order. Within this new system, each folder is named by its respected company name or organization. I chose to name them this way because I found the folders easier to find.

When I had placed all the organized materials in the cabinets I created a simple map to show where each folder was located. The map is a basic layout of the office with each cabinet designated with a number. I chose to put a number instead of the heading of each folder in order to not clutter the image. Underneath the office picture I put the cabinet numbers as headings and bulleted what was in each cabinet underneath. I also alphabetized the information to make finding the material more accessible. By organizing the map in this way there is less confusion and clutter to be seen by the reader. An example of the map can be found in the 'Appendices' section of this report.

The reason I chose to organize the office in this way is because the office is small and only requires simple dividers and organized cabinets to work efficiently. I had used similar filing techniques while working as a desk assistant, so I knew they would be useful in this situation. There was not much research that went into this project. I did talk with two people who work in offices and have much experience with filing systems. When they agreed that my way of organizing the office was a good solution I went ahead with the project. Yes, I took their word for it, but they are experienced workers so I felt it was the best decision to make.

Conclusion

I learned how valuable time is while working on this project. Solving the filing problem did not take a day to complete, but many weeks. I had to manage my time during the workday so I could attend to the files and do my regular job as well. I also learned how much better a work environment can be when everything is organized and in an easy-to-find location.

The new filing system is already saving us more time, increasing productivity, making the employees happier, meeting upcoming deadlines, and increasing communication between all workers in the pharmacy. The scope of this project does not just affect the pharmacy, but all other organizations the pharmacy works with, as well as future employees and companies.