Filing Do’s and Don’ts
As we move from spring to summer, there’s a natural propensity for us to clean and organize - - - the house, closets, cabinets, junk drawers, spare rooms, the garage. Out with the old, in with the new to spring cleaning! One item often forgotten in the spring is files.
While April celebrates a National Organize Your Files Week annually, spring really is a perfect time of year to get your files organized. Think about it…your valuable information contained in chaos is really worthless if it cannot be accessed easily. Why are you keeping those papers if they aren’t valuable? Don’t you want to find them again?
Paper piles are just another form of clutter - lost papers looking for homes. Paper is a very concentrated dose of clutter, especially since each pile stacked in thin sheets has a capacity to hold potentially hundreds of delayed decisions and actions within a small 8.5 x 11 space.
A basic filing system will put you back in control, increase productivity, and even enhance your professional image at the office. So don’t leave out your rogue papers and stuffed files with my do’s and don’ts:
Do:
Stick to a file retention schedule
A regularly scheduled, annual rotation of your file system is necessary to review your files and shred outdated items. Scheduling this consistently on your annual calendar will not only ensure that your files stay lean, but makes room for future files. Without a retention schedule, files will flow into any space available, including expensive public storage units.
Create and use a file index
A file index alphabetically lists each file you have in your system; and, reduces the chance of duplicating files. I like to keep mine electronically in Microsoft Word, so I can update it easily. An index helps you know what you have and where you filed something. It also keeps your files ready for a total stranger to do your filing if need be. Indices make annual file retention and rotation easier because everything is listed conveniently on one sheet of paper. So long to jammed fingers and paper cuts!
Commit to only one size file folder
You have only two choices: the regular, 8x10 size and the legal 11x14 size. If you have files with both sizes now is the time to convert to one size --- and stick to it. If you already do not like to file (gasp), why make the physical act of filing more difficult with varying-sized folders that don’t line up? Uniform files not only look and fit better in the drawer; but also, allow greater ease in moving files from drawer to drawer.
Don’t:
Put file drawers or cabinets in an off-the-beaten path
The biggest mistake I see with my clients is file cabinets residing in the garage. Unless your office or bill payment center is also in the garage, this is the worst location to opt for file storage. You want to make filing as easy for yourself as possible. The best way to do that is to keep them handy, close to your desk, so you actually use them. You want to have active files close on hand so that you are more motivated to actually file things right away. Chances are if you have to walk for a file, you won’t file at all.
Overstuff files
Each file drawer should have at least three inches (four inches for men) of wiggle room. If your file drawers are overstuffed, you will hate filing and suffer from paper cuts. With more space in the drawer, you can more easily manipulate files, look through them, and even drop one in while on the phone. Make sure you can easily move and open each file with one hand and drop your paper in the file with the other hand. Again, it’s all about making the system as easy as possible…especially when you are multi-tasking.
Leave envelopes, paperclips, or binder clips in folders
Keeping you mail in its original envelope will make your files extremely bulky. Envelopes and clips create extra steps when paying bills or looking for particular items in the file. When you open your mail, toss everything but the items you need and just file them immediately. If it's a bill and you have access to the it online, recycle it. Be selective with inner, manila folder usage. They too can add unnecessary bulk to your files. Before you know it, you will be buying an additional file cabinet annually just to house all those files!
The point of filing is easy placement and convenient access to information. Many paper piles are due simply to the lack of a basic filing system. So spruce up your system this spring. A filing system will keep the paper flowing to its final destination in the whole work flow process. Today’s mail can potentially be tomorrow’s new pile, so act now this spring!
Written by Wendy A. Miller, CEO and Founder of Little Miss Efficiency Organizing Services and Consulting at www.littlemissefficiency.com, 702.673.0624.
COPYRIGHT: This article may not be reprinted or quoted anywhere without written permission. This article is protected by copyright. Copying of this article - or of any works presented or recommended by Wendy A. Miller - is strictly prohibited. These works may not be reprinted in any form on any website, blog, book, eBook, or any other form without the express written permission of Miller. All Rights Reserved.
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Wendy A. Miller is the founder and CEO of Little Miss Efficiency, an Organising Consulting Company for Businesses, Homes and Seniors. Her passion for efficiency and organisation has improved clients' work flow, productivity, time management, and employee engagement.
Wendy has an MBA in business and is the author of her on organising column called “The Efficiency Corner”. She has been featured on the Las Vegas KLAV radio show called “Business Icons” and hosts her own KLAV radio show called “The Efficiency Corner”. Her membership credentials include: the National Association of Professional Organizers (NAPO), Faithful Organizers (FO), International Association of Administrative Professionals (IAAP), among others.
With 18 years in the corporate realm, Miller managed and organized CEO's of Fortune 500 companies, CFO's of dot.com conglomerates, and the most challenging of executive personalities.
Miller resides in Henderson, Nevada and lives with her husband Scott, and three pets; Tootsie, Bootsie, and Buddie. Their family originates from Chicago, Illinois.
