How to Organize Files

Resources

The Site

[?] Subscribe To This Site

How to Organize Files

These tips on how to organize files boost productivity and reduce stress. Organizing files is a chore that most people don't like. Statistics show that 85% of material that goes into filing storage is not used again.

That means that 4 out of 5 documents are getting in the way of the documents that you want.

While you can't be sure what documents you may need again, it is important that you are able to access the 15% that you do need.

organize files

Do you have trouble finding your files?

Are you using your filing cabinet to get paper off your desk because you are afraid to throw it away?

Organizing files is about accessing information that is not easily accessed elsewhere and that you are likely to use in the future.

How to organize files

Organizing office files involves:

identifying you current projects and activities

developing your main reference files

having an appropriate filing system that allows you to find information.

Office files for current projects and activities

When deciding to organize your files it is important to determine when you may need your documents again.

I remember coaching an executive in a big bank whose daily files were in a filing cabinet in the corner of her office. Every time she needed a file she got out of her chair, walked across her office and retrieved the file.

This took about 30 seconds to do.

Multiplying this by 10 times per day and you find that this executive spent 6 minutes a day walking back and forth across her room.

How to Delegate

Delegation is possibly one of the most talked about but underutilized time management tools.

You can choose discard, delegate, or do items that come across your desk.

If you choose to delegate, I talk more about it at how to delegate

This time management exercise highlights how the steps of delegation save you money.

It might not sound like much, but this translates into 30 minutes a week or 25 hours a year of walking back and forth.

The point I am trying to make is that if you need to consult the information several times a day then you want to have the files within arms' reach.

The daily or weekly files of projects that you are currently working on need to be stored in the drawer of your desk or in a vertical file holder on top of your desk.

I talk more about how to organize your desk to reduce distractions and increase productivity.

For daily paperwork that comes across your desk, you need to consider what to do with it - file, discard, delegate, or schedule for future action.

Main reference files

Main reference files or library files are your main filing system. These are things that you refer to occasionally.

When setting up your main filing system think about your job and the responsibilities that you carry out. Also consider your home office organization.

Reflection on your job reveals a number of categories that determine your filing system.

For example you may have categories that include clients, projects, administration, and staff.

When considering your categories, choose the broadest you can within reason.

You don't want your files bursting at the seams after only two weeks nor do you want your files to be almost empty.

Both limit the power of an effective filing system.