16 Tips to Make Filing Go Faster
One of the most unpleasant office jobs is filing. Yet it is one of the most important jobs because our files can be a wealth of information, but only if we can get our fingers on it.
1. File that piece of paper as soon as possible. The less frequently papers are in the file, the higher your frustration level. 2. Have two file trays for filing. One tray is for files A-M; the second tray is for O-Z. By doing this, when it comes time to file, you have lumped together a set of papers. Did you know that the Wizard of OZ came from the writer looking at his file drawer labeled O-Z? 3. If several people remove files in the office, assign a color card stock to each person. If Joe is red, and you are looking for a folder with a red card stock in its place, you know Joe has it. This is a faster and simpler version of writing your name on an out card. 4. Don’t file every piece of paper that comes across your desk. Statistics show that 80% of the papers filed are never used again. Decide whether the paper will be needed again. If not, toss it. 5. Make it easy to file papers in a file drawer. Fill only 80% (save about 4 inches of empty space) of the drawer with files. That way, you will have room to grow. You also need space to search through the files. 6. Does the file drawer open and close completely? If not, fix it. If it can’t be fixed, try to not use that drawer. 7. If the filing room is an undesirable location, make it as pleasant as possible by providing a chair to sit on, a light to see by, a fan to cool the dead air, and a table to work off of. 8. Set aside a specific time for filing, for instance, just before lunch (you’ll be quick because you’re hungry). If you don’t do it, it won’t get done. There are hundreds of things more fun than filing however, five minutes a day may be all it takes. 9. If the file drawer uses hanging folders (Penaflex™), place one interior folder per hanging folder. The hanging folder remains in the drawer while the interior file is removable. When it time to re-file the file, just find the hanging folder and slip it right back in it place. |
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10. Label the files so that anyone can read them. Use a label maker or Avery Labels with a 14-point (or larger) bold font. Pencils and handwriting are difficult to read—especially in dimly lit rooms.
11. Create an office wide FILE RETURN date (for instance Friday afternoons). Although we feel that we use the files often and can justify keeping them at our desk, it is amazing how many files can be returned. Then Monday morning everyone has access to the all the files.
12. The first time you touch a piece of paper write the file name (where it’s final resting place will be) on the document and the date to destroy it. Then, when you are in a file, automatically toss out old documents (shredding when necessary).
13. When the documents are being filed in the permanent files, remove any paper clips from the file and replace with staples. Staples take up less space. More importantly, paper clips can accidentally pick up other papers. Save yourself time looking for that lost paper that was picked up by a paper clip by converting to staples.
14. Organize your files by prioritizing your space (how close is the file to you and your desk). The files you use daily should be the most convenient (keep them at your desk). The files you use weekly should be kept near your desk. The files that are historical, permanent, archive, etc. should be the furthest away from you (file room or storage room).
15. If papers start to puff out when you pull the drawer out and you hear them rubbing, get a box-bottom file. They come in 1”, 2”, 3” and 4”. If your file holds lots of little papers, check out files with the side gussets (the sides look like an accordion). Personally, I don’t like the gussets because when I lift the file folder, they rub and tear on the side of the filing cabinet. You may have better luck.
16. If you can’t find a file, check the pending or to file tray. Check with your co-workers. Look in the file folders before and after your file in case it was misfiled. Is there a similar name it could be under? Check the bottom of the folder and the bottom of the drawer in case it could have fallen down.
A well-filed filing system is a wonderful resource. However, it does take a little care to develop it.
11. Create an office wide FILE RETURN date (for instance Friday afternoons). Although we feel that we use the files often and can justify keeping them at our desk, it is amazing how many files can be returned. Then Monday morning everyone has access to the all the files.
12. The first time you touch a piece of paper write the file name (where it’s final resting place will be) on the document and the date to destroy it. Then, when you are in a file, automatically toss out old documents (shredding when necessary).
13. When the documents are being filed in the permanent files, remove any paper clips from the file and replace with staples. Staples take up less space. More importantly, paper clips can accidentally pick up other papers. Save yourself time looking for that lost paper that was picked up by a paper clip by converting to staples.
14. Organize your files by prioritizing your space (how close is the file to you and your desk). The files you use daily should be the most convenient (keep them at your desk). The files you use weekly should be kept near your desk. The files that are historical, permanent, archive, etc. should be the furthest away from you (file room or storage room).
15. If papers start to puff out when you pull the drawer out and you hear them rubbing, get a box-bottom file. They come in 1”, 2”, 3” and 4”. If your file holds lots of little papers, check out files with the side gussets (the sides look like an accordion). Personally, I don’t like the gussets because when I lift the file folder, they rub and tear on the side of the filing cabinet. You may have better luck.
16. If you can’t find a file, check the pending or to file tray. Check with your co-workers. Look in the file folders before and after your file in case it was misfiled. Is there a similar name it could be under? Check the bottom of the folder and the bottom of the drawer in case it could have fallen down.
A well-filed filing system is a wonderful resource. However, it does take a little care to develop it.
Copyright 2013 Nancy Miller
This article is free for reprinting provided terms and agreements are followed.
This article is free for reprinting provided terms and agreements are followed.
Nancy Miller, a professional organizer with over 20 years of experience coupled with a Certified Professional Coaching credential offers both personal and business consultation. Nancy’s credentials include past membership in the National Association of Professional Organizers and the National Study Group on Chronic Disorganization. She delivers over 100 programs nationwide each year. Her book, Clutterology® Getting Rid of Clutter and Getting Organized is in it’s 4th Edition