Business folders
At some point of time during your workday, you must have despaired at your inability to locate an important document. You get stressed out just looking at the all the paperwork piled up higgledy-piggledy on your desktop, jostling for space with stationery items and discarded sandwich wrappers. Well, all that stress can be eliminated altogether if in the first place you make good use of some handy items: business folders.
The functions of a business folder are many and varied. First and foremost, a business folder provides good protection to your documents. By ensconcing your papers within its secure interiors, you are ensuring that the papers are not subject to wear and tear. Folders with secure fasteners prevent papers from spilling out.
Business folders can be used in place of bulky files. Individual tabs can neatly demarcate documents within the folder in their own separate sections. All paperwork is thus kept efficiently organized. By using a variety of colors, you can maintain a good system of filing. For example, you can keep bills in a red folder, receipts in a blue folder, tax documents in a yellow folder, and so on. You can also keep documents related to various clients businesses in different colored folders in relation to their business. Let's say, for example, that you are a chartered accountant. The documents related to a client who is in the gardening tools business can be kept in a green folder, those of a dentist client in a white folder, those of a lawyer in a black folder, etc. So every time a client calls or visits, you relate the color to the client and can easily locate the requisite folder. A lot of time is thereby saved whenever any document needs to be filed or found.
We have been talking up to now of file folders that can be used in relation to office work. Business folders, though, have another equally important utility: as presentation folders. The purpose of such folders comes to the fore during expos, seminars, sales presentations, and promotional events. At such times, you will be keeping flyers in them to promote your business, together with visiting cards to enable prospective clients to contact you easily.
It follows that the features of a business folder should have a functional purpose.
The Cover of a business folder is what grabs attention first. When using it for keeping your office documents, you could have folders with a small horizontal pocket on the outside cover in which to keep a label clearly stating what the folder contains (e.g. label with the client's name). In the case of using it as a presentation folder, you need to have a cover that grabs eyeballs immediately. Manufacturers willingly make customized folders as per the specifications that you give maybe you want a laminated cover, with your firm's logo prominently displayed at the center. You can even have your name and contact numbers indented or embossed below the logo. There are plenty of beautiful options available as far as decorating the cover is concerned. You can opt for gold or silver foil, screen-printed graphics, appliqué designs, graphics that are printed first and then covered with a clear vinyl sheet, silk screening, offset printing the list is endless! Of course, don't go overboard by cluttering up the cover with too much information or by using gaudy and garish colors.
The Pockets of a business folder is what keeps the items securely inside. Hence, it is important to ensure that the pockets are deep enough for the particular size of paper / document that you will be keeping in them. The paper should slip into the pocket and not jut out from the top of the folder. If the paper tends to peek over the folder's top, it will easily get folded edges and thus get damaged. So you could go in for 4² , 8² , 12² , etc pocket depth, depending on the sheet size. The number of pockets is also important, keeping in mind how many you will require. Most folders have two large pockets on the inside of the two covers. If you are planning to give away a folder at a presentation, it is a good idea to have folders with a small horizontal pocket, too, to place your business cards. Alternatively, instead of a separate pocket, the large pocket itself will have a small slit in it to hold the business card. If your card is in a horizontal shape, specify this point when placing your order.
The Fasteners of a business folder is what prevents your documents from jumping out at the slightest tilt or nudge. So you must ensure that the fasteners are firmly in place and are also long lasting they should not snap and break easily.
Available at stationery stores today are some very handy business folders with handles, which resemble a small briefcase. It will have five or six compartments and a large cover flap that fastens with Velcro, or having clasps or just sliding clips that click open and shut. These are extremely useful when going on short business trips.
Pocket-sized business folders are also extremely popular for giving away as freebies at expos or at a sales call or when visiting a client. These mini-sized folders are great aids to promote your company. A visitor at your booth at an expo, for example, may take this folder and perhaps never call you, but will likely use it himself and take it wherever he goes. Maybe someone he meets will see the folder and your company name, and become interested in doing business with you. Voila! You have a potential client!
Let's now talk about the materials used in making a business folder. A large majority of business folders, whether for filing documents or to be used as presentation folders, are the manila type. Folders made from vinyl are the most commonly used. To add a touch of uniqueness, you can have specially designed folders made from paper and even book-cloth. These tend to stand out, say, at an expo booth, and their very appearance can attract customers to the booth. With fears of global warming, many manufacturers are doing their bit for the environment by using recycled materials. So do your bit, too, by placing orders with them!
Finally, mention must be made of the costs. You'll be surprised to know that business folders are not very expensive products! A box of about 100 simple one-color small sized manila folders could cost less than $10, while a box of multi-colored ones could cost less than $15!
Today, with sophisticated online software packages, it is possible to do away altogether with files, filing cabinets and even folders, as companies look at ways to reduce office paperwork. Nevertheless, a totally paperless world is eons away from becoming a reality. Till then, business folders will occupy centre stage !
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