Admin's Assistant

Productivity tips: How to file

Is lack of organization high on your list of things you wish you could improve about your workspace? Becoming organized can be a real chore, but once a solid filing system is in place, the benefits are endless. Setting up a filing system may sound difficult but it can be a relatively easy task that can be made easier by following a few filing suggestions.

Take a few minutes and figure out where you naturally look for things
Sit down at your primary workspace and reach for equipment, supplies and files—this will help you establish the ideal spot for filing items.

Determine whether an alphabetical, numerical or subject filing system will work best for you

Do you search for things by name or by reference number? This is an important step because it will determine how you will lay out your system. Do this before you purchase anything for your filing system.

Determine your storage needs

Do you have a large number of files that you access on a daily, weekly or monthly basis? This will determine if you need a desktop file holder, a file cabinet nearby or a file cabinet across the room—many options exist, so choose wisely, and be sure to allow for expansion.

Invest in a good labeling system that offers simplicity and easy access

Choose file labels for clarity. It will save time in the long run. Most label companies include templates that can be used with popular software.

Purchase file folders

Select colored hanging file folders. Using colored hanging folders is great for two reasons: availability and ease of recognition. They’re offered in letter and legal sizes just about everywhere supplies are sold, and color-coding lets you roughly see where to start searching for a particular file.

Keep it simple when creating your filing system so it’s easy to use and easy to expand, and it will eliminate the need to upgrade or reorganize on a regular basis.

Information from about.com and essortment.com

Do you have any filing tips to share? Let us know and we’ll share them with all the Pen Pal readers!