Slaying the Filing Monster
At the Office: Slaying the Filing Monster
Do you ever feel overwhelmed by your filing? Well the other day I attacked the filing monster and defeated it. It can be a simple process to defeat file clutter and disorganization, it just takes a little time and patience.
Some of these ideas I got from reading Get Things Done by David Allen, but most of it is just common sense. A tightly controlled filing system will make you more efficient and create a stronger professional image. In addition, you will just feel better every time you open a file drawer and know exactly where everything is located.
- Take everything out of one drawer and evaluate what is in these files. Is anything outdated and no longer needed? Are some of these papers just copies that are being kept elsewhere? Be merciless and get rid of anything that is not needed.
- Replace worn out files and folders. Don’t be cheap on this step. Worn and ugly folders not only look unprofessional, they create a negative sense of the files’ contents.
- Get a label maker. I know this does not sound very minimalistic, but it is an awesome tool. Neatly labeled files are easy to find and create a polished look.
- Don’t feel trapped by files that you have to keep, but are very rarely used. Put them into file cabinets that are less frequently utilized or send them to storage. If practical, scan them and dispose of the originals. Desk file drawers are prime real estate and should only contain what is used frequently.
- Beware of the miscellaneous folder. It is easy to shove things into this folder since almost everything qualifies as a miscellaneous. Go through this folder and try to find proper homes for these papers. Sometimes you will have create new files to accommodate what you find in this folder, but do it. Nothing is more frustrating than digging through a phone book sized file while someone is waiting.
- Try not to let filing get back logged. Stacks of disorganized papers can be nightmare and make the ultimate process of filing something that becomes dread filled.
- Alphabetize your files. Sounds too simple? Trying to arrange by any other method has always just brought me confusion later. Trying to keep most frequently used files in the front, etc. has never worked for me.
