Create an Office Filing System That Works
Whether working at home or in the office, your filing system can support the management and growth of your business – if implemented the right way. Here are five essential elements to creating an office filing system that works.
- A plan. To create a truly effective filing system, you need to start with a plan. Chances are your current filing system isn’t working because there wasn’t much of a formal “system” to begin with. Evaluate your current storage areas, how much paperwork you typically store and how long you save documents. Then purchase your needed supplies, including colored folders, hanging folders, and labels.
- Broad file categories. Start with broad categories first, like employment, recruiting, finances, client billing, etc. An easy way to identify the categories you’ll need is by resorting piles you already have into like topics.
- Pick a “major category” to break into smaller subcategories. Be as specific as possible and give each subcategory its own folder. For example, your finance category could be divided into expenses, invoices, credit cards, and bank accounts.
- Color coding. Using colored folders and paper, like Boise® FIREWORX® Premium Multi-Use Colored Paper, is a quick way to visually separate your categories. To start, assign each “major category” a color. For example, finances might be green, and employment could be yellow. Being able to look on your desk or file drawer to see information categorized by color will make better sense to your brain – you’ll barely have to think before your hand will naturally reach for the color associated with the section.
- Label making. Every single folder needs a clear and concise label. When creating your labels, move from general to more specific categories. The goal is to keep related files in close proximity to each other. Repeat for every grouping of files until you have labeled every file in each major category.
With the right filing system, it’s easy to put your hands on the correct file without a lot of searching!
Check out the most recent posts
More than ever, the home has become the center of daily life, serving as the office, school, daycare, restaurant, and more. Even as the world gets back to “normal” with in-person activities starting up again, working and learning from home – at least part of the time – will likely be the “new normal” moving forward.
Video conferencing has quickly grown in popularity over the last year with the mass transition to remote work. While video conferencing is a powerful tool to bridge the location gap and connect teams virtually, the rapid increase in popularity has overshadowed audio-only calls as the best option for certain meetings.
Our shift to remote work, the increased reliance on technology, the change in our daily commute, and the growing need to maintain a solid work-life balance. With this shift came a reliance on a new set of necessary tools for the workday.
When COVID-19 disrupted the world in March 2020, everyone was forced to alter their typical routines. What initially started as a two-week lockdown turned into our “new normal;” and even when the world gets back to business post-COVID, many changes to how we work are expected to last.