Does your filing system include stacks of paper, or is your ďTo Be FiledĒ folder overflowing?
If you have trouble with filing your documents, you may need to find a way to simplify your filing system to keep yourself organized.
Filing is something many people have a problem with ó youíre not alone. But organization can not only make you more productive, it can simplify your life and make it less stressful.
Being organized doesnít take a complicated system for filing. It simply requires that you have a place for everything, and get into the habit of things where they belong right away.
Whether youíve got a complicated filing system youíd like to simplify, or whether you have no filing system at all, letís take a look at how to simplify the system and keep things perfectly organized.
1. Reduce before organizing. The first rule to organizing is that you should eliminate the unnecessary before organizing at all. If youíve got a filing drawer thatís overflowing, or stacks of paper that need filing, itíll take forever to organize ó and even then, itíll be hard to find stuff.
Hereís how to simplify your papers and files before you organize:
1. Put everything in one big pile. If it canít all go in one pile, make more than one, but look at them as continuations of the first pile. If you have folders that are a mess, take them out and add them to the stack. I recently did this with my home filing system and reduced the files by two thirds. It took about an hour.
2. Go through them, one at a time. Pick up each document or folder and decide what needs to be done with them. If you canít see yourself needing it in a couple of months, toss it. Default to toss (or shred, or recycle). Get rid of as much as you can. Iíve never regretted tossing a document.
3. Route. If you canít toss something, try to route it to someone else. Get it off your desk.
4. File. If a document is absolutely critical, and youíre sure youíll need it again, then it needs to be filed. Letís take a look at how to set up a simple system for doing that.
2. Simple filing. I agree with David Allenís Getting Things Done, which recommends that you use a simple, alphabetical filing system. Just use plain manila folders with labels (you can buy a label maker if you like), creating a file for each client, vendor and/or project.
I believe that most people only need one drawer for filing. Now, Iíll admit that there are some jobs that require much more than this, but for the average employee (or self-employed person), one drawer is all you need. And if you limit yourself to one drawer, you force yourself to toss out unnecessary files when the drawer gets full.
Donít overthink this. Just create a file, and file it alphabetically. Keep it simple.
3. File immediately. The key to keeping your filing system up to date is to file things right away. When youíre processing your inbox, and you run across something that doesnít require action but that you might need to file later, donít put it in a pile to be filed later. Donít put it in a folder labeled ďTo FileĒ or ďMiscellaneousĒ.
Just open your filing drawer (it should be close on hand), pull out the appropriate folder, put the document in it, and file it. That takes about 5 seconds, and then youíre done. If you donít do it now, it will start to pile up, and stacking just doesnít work.
4. Have materials on hand. Always have a big supply of manila folders and labels on hand. If you have a document that needs to be filed for future reference, but no file exists for it yet, you will put the filing off until later if you donít have the materials on hand. You donít feel like getting up to get a manila folder or label every time you need to file something, so youíll put it off. And that will create piles.
So instead, just have the materials in a drawer, for easy access. When you need to make a new file, just put a label on, stick the document in, and file it alphabetically.
5. Reduce your needs over time. Over the last year or so, Iíve consciously been reducing my filing needs so that I now barely use my filing drawer. Sure, at least once a week Iíll pull open the drawer to look at a file, but I file many fewer documents than I used to. I recommend that you do the same, slowly and consciously reducing your filing needs. I will post on another forum about how to reduce your filing needs as well as why stacking doesn't work.
Changes are best made when we are aware of the need, recognize the process necessary, and focus on one-step-at-a-time.
Energy goes where attention flows.
| current weight: 166.0