By Holly Uverity CPO®, Office Organizers
Filing isn’t important – until it is. Remember that you file so you can get something back and if it’s important enough for you to keep, it’s important enough for you to file timely – and appropriately.
While filing systems vary from office to office, here are some basic rules that everyone can use to ensure that the filing and the retrieving is easy, stress-free, and quick.
Take a look at these commons filing mistakes; are you making any of them?
Overstuffing Folders
An overstuffed folder means that the papers inside can be damaged, the file folder label may be covered by the contents, and the folder itself may be overwhelming. If the folder becomes too fat, thin it out by tossing what you don’t need or break it into smaller folders.
Filing Paper Clips, Rubber Bands, and/or Sticky Notes
Don’t use paper clips or rubber bands to keep papers together; paper clips can become detached from where they’re supposed to be and/or attached to where they’re not supposed to be. Rubber bands are equally bad as they can degrade and can leave permanent damage on paper. Like paper clips, sticky notes can become unstuck and the information on the sticky notes can become lost. Use staples to keep papers in a folder together and if necessary, staple the sticky note to the paper.
Not Using a White Label
It’s okay to handwrite the file name on the file tab but be sure to use a white label; nothing beats seeing blue or black ink against a white label. It can be difficult to read a label if it’s written in a colored ink and is against any background other than white. Try labeling a few folders using white labels and labeling a few without and you’ll see the difference.
Creating Too Many Categories
It’s always best starting with broad categories and subdividing as you go. Using broader categories in the beginning makes the filing process easier and faster; it’s better to have one folder with thirty pieces of paper in it than thirty folders with one piece of paper in them.
Using Too Many Colors
Color can be tricky – it’s a great organizational tool for some people and a nightmare for others. Using color is a choice. Don’t feel compelled to use it but if you do, choose your colors judiciously. Choose no more than six colors and pick the colors that have meaning for you. Regardless of the color of file you use, be sure to always use a white label on the folder so you can easily read it. Use color only on the folder and not on the label.
Not Creating an Index
Most offices do not have any type of filing index and as a consequence, no one knows which files they have or where they are. Having an index to your filing system is like having a map or using GPS – it can lead you directly to the file you’re looking for. An index doesn’t have to be anything super sophisticated; a Word or Excel document works just fine.
Not Labeling File Drawers or Cabinets
Take a look at the filing cabinet in your office; does it have a label? Chances are, it doesn’t. Labels are one of the most underutilized organizing tools yet one of the most effective. Even if you’re in a small office and you think you know what’s in that cabinet, take a few minutes and put a label on the outside; it will save you time and energy in the long run.
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Office Organizers, founded in 1993 by Holly Uverity, is The Entrepreneur’s Organizer. They work with business people to create solutions for their organizational challenges. You can contact them by phone at 281-655-5022 or visit them on the web at www.OfficeOrganizers.com. “Like” them on Facebook at www.fb.com/OfficeOrganizers.
