Although we are now well into the 21st century, it seems like the dream of paperless office is still that: a dream. As an organization consultant who has worked with hundreds of clients I see first hand how to keep up with the never-ending deluge of paper is one of the biggest challenges of organizing that people face.
Setting up a filing system that works for you is the best way to ensure you can always, easily find the information you need. These tips and guiding principles will help you create a system to control their works.
collection of nuts and bolts
Using the wrong products can turn a routine task of organizing work into a nightmare. These tips will ease the pain.
cabinet is almost always the best way to organize papers. You can get a great amount of work in a relatively small area, it is easy to let go and download the papers, his works are kept clean and relatively safe, and it is easy to re-organize their work, if your needs change
Get the best cabinet you can afford. Only one drawer should open on time (to ensure that the whole thing does not fall over). Trays should extend fully and open easily. If privacy is a problem, get lockers.
hanging folders (Pendaflex ® is the best known brand) and Manila file folders should be based on your filing system. Use plastic plates with inscriptions for the identification of hanging folders.
Make it as convenient as possible for you to access files. Set up a filing cabinet (s) near your desk. Put the files you use most often in the drawers that are easiest for you to come. You can also use a small file box on a table or wall pocket for the key file. Do not stuff too many file folders or file cabinet drawers. You should be able to easily extract the files and drop in a piece of paper. If it is difficult to retrieve the file or papers, you'll have to resort to piling.
Create a collection of
key to creating an easy-to-use filing system for sorting your papers into categories that make sense for you. For most people, the best way to start is to define the actual number of broad categories that encompass all the work you need to keep. Most people can summarize their papers in 10-12 broad categories. Here are some ideas to get you thinking:
Career
finance
Home
Health
legal document
Depending on the amount of paper you have, each broad category can be located in or your own hanging file or the file drawer (or part of the drawer). Designation categories clearly and put them in the order that makes sense for you.
Use a manila folders for storage of closely related papers (eg, bank statement or credit card statement).
Label tab of manila folders. Keep related manila folders in a more folders (eg finance ).
If the folder is too full, to determine if you can break the category. Also, if you only have a few pieces of paper in a folder, see if you can logically combine it with other files.
Once you get into the habit of using folders and files, you'll be hooked. It is important to maintain your system on a regular basis. At least once a year - or whenever you begin to file to get the full -. Sort through your files and throw (or archive) that they are no longer current
TO ACTION!
Start with a category in which their works particularly out of control, and create a new filing system in order to chaos. Notice the effect it has on your productivity and peace of mind.
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