While there is no doubt, many of us print as little as possible, sort only what we can’t avoid and file what is left over, paper seems determined to be here for a long time. As a result, paper files are still an organizational structure that must be managed.
Here is a tip to limit the number of file folders that end up in the recycling. When labelling the folders, use a file label to write on. They are readily available from most stationary or business supply stores like Grand and Toy or Staples. If you put the file name right on the label, when that file is finished, the file folder can easily be reused by simply putting a new file label over the old one.
Archive for Files
I have written a couple of times recently on the importance of establishing hot files in your office or work area, (see Hot, Hot, Hot, The Disappearing Desk). One question which consistently surfaces when working with clients, is “what is the optimal place for the hot files?”
The answer? There isn’t one; the location of the hot files really depends on how you function in your office. The best location will depend on your organizing personality, the nature of your work and the space you have available. Here are some examples in no particular order:
- In a vertical file holder on your desk. Works well if you have the space on your desk, your need to see the files right in front of you.
- In the top drawer of your filing cabinet. Works well if you have the file space, you require visual calm in your office, you don’t need the visual cues to remember what’s there.
- In a vertical file holder on your credenza (table). Works well if you have the space on a credenza or table, you need visual cues to remember what’s in them.
- In the file drawer on the right/left pedestal of your desk. Works well if you require visual calm, have the space in the drawer, are in and out of the files freqently during the day, don’t need them right in front of you to remember what’s in them.
Probably the number one item that clients want me to help them fix in either their home or their office is paper and filing. It seems that paper, and keeping track of the pieces we wish to keep, is a struggle even for the most organized.
Most people struggle over the structure of the filing system. “If I file something in here, I never know where it is and can never find it again.”My advice to clients is that there is no perfect filing system. There are good commercial systems, (e.g. Paper Tiger), there are common systems (alphabetized) often used in corporate settings and then there are the rest of us.
It is important that you pick a structure that works for you. If you organize visually, try using coloured files. If you are tend to talk to yourself and are auditorily oriented, try using file headings like “Keep this for Income Tax Time” or “Things I keep to refer back to”. Sound corny? Who cares? If it works for you, that’s all that matter.
Probably the number one item that clients want me to help them fix in either their home or their office is paper and filing. It seems that paper, and keeping track of the pieces we wish to keep, is a struggle even for the most organized.
Most people struggle over the structure of the filing system. “If I file something in here, I never know where it is and can never find it again.”
My advice to clients is that there is no perfect filing system. There are good commercial systems, (e.g. Paper Tiger), there are common systems (alphabetized) often used in corporate settings and then there are the rest of us.
It is important that you pick a structure that works for you. If you organize visually, try using coloured files. If you are tend to talk to yourself and are auditorily oriented, try using file headings like “Keep this for Income Tax Time” or “Things I keep to refer back to”. Sound corny? Who cares? If it works for you, that’s all that matter.
The best way to keep paper from accumulating is to keep it out of the house.
When you receive the mail, get into the habit of sorting and reading the loose material right over the recycling bin. That way you can throw the unnecessary fliers, brochures and promotional items along with all the envelopes right into the bin as you sort through them and open the mail. The pile of paper will immediately decrease in size and you are left with paper that really in which you are really interested.
Are you feeling hemmed in when sitting at your desk?
Take a quick inventory of what’s on it: computer CPU, printer, screen, keyboard, telephone, several “In” piles, three projects in process (at least that’s what you can see well enough to count).
Move all the hardware off your desk. Do a quick sort of your In piles into four file folders: read, call, write, decide. Put them into a vertical file holder on your desk, to the left if you are right handed, (vice versa) with the labels facing toward you. Make sure the three projects are in some form of file holder and add them to the vertical file holder.
Take a quick inventory of what’s under it at your feet: computer CPU, printer, several pairs of shoes, gym bag, handbag, assorted brief cases or other business cases, recycling box.
Move the CPU and printer. Put the shoes, gym bag and any other clothes in the closet or in a bag hanging behing the door. Put the business cases in the closet. Use the recycling box for the sorting in the second paragraph above.
Enjoy your space.
For entrepreneurs, small business owners and those of us with home based businesses keeping work and personal life separate becomes a significant challenge. With only one filing cabinet, business and personal files have no choice but to co-habit. If your office is the corner of the family room, tax time may find you with receipts all over the dining room table while you sort, add and prepare for your annual tax submission. Even if you have a large corner office, you may find that there is some information that always gets handled from your office and therefore you keep those files stored at the office. When tax time is over, or the big project is complete, whichever is your reason for extending beyond your “office” boundaries, is it important to develop boundaries and borders that separate work life from personal life.
Working animals, such as sheep herding or seeing eye dogs, have defined cues that tell them when it is time to play and when it is time to work – the harness for example. Without these cues and without clear separation the animals become confused as when they are working and when they are just playing.
The same is true for the rest of us although thank goodness we don’t have to wear a harness to tell us when we are at work. Wtihout this clear distinction, however, our lives become imbalanced, productivity decreases and destress time disappears. Here are some tips for home based workers to help maintain boundaries and borders:
- Start by designating an office. No matter how small or large, ensure that the space is preserved for your business work space.
- Separate your files by using a different colour label or file folder for personal and business files. Ideally, use different file drawers.
- Schedule your time so you know when you are “on the clock” and “off the clock”. The timing of the work day is less important than the designation of the working hours.
- Use specific cues to tell you when you are at work. This could be a coffee mug that is reserved for work hours, a pair of shoes that you “go to work in”.
- If you are working on a big project that requires spilling onto “non office” home space, try designating a large basket to house the project work during non work hours rather than allowing it to takeover the living room completely.
I am often told by clients that they can manage to keep one but not both of their information filing systems up to date. Either the paper files are comprehensive and up to date or the e-files are organized and up to date. Often clients find they can’t keep them both organized.
A good rule of thumb is to try and mirror your e-file structure to your paper file structure. Give your brain a break and make the sorting process as easy as possible for both electronic and paper files by using just one structure.
Then remember to schedule a regular if not frequent purge.
