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Filing System Make-Over
Is your filing system non-existent, archaic
or simply not in use? Are you embarrassed in meetings because you
can’t find anything? Here are some tips to help revamp your
file system to make it work for you.
Step One:
Colour-code and break your job description
into 5 inspiring actions. These labels will be used to divide up
your hanging files into sections. For example, my system has sections
labeled (using hanging file tabs) with the following headings:
1) Working with Clients
(red)
2) Making Money (green)
3) Promoting the Business (yellow)
4) Growing the Business (blue)
5) Organizing the Office (black)
6) Developing Me (purple)
Have fun with the names to help with motivation.
For example, I could have labeled my section on my office as “Office
Equipment and Supplies” but I may fall asleep while filing.
Step Two:
Using coloured file folders, create relevant
files that you arrange alphabetically within each section of your
hanging files. Label files based on subject or use - not the source
of the information - to make retrieval easier. For example, use
“competitors” not “brochures”. Keep your
file headings broad so you don’t end up with 300 folders with
2 sheets of paper in each. If a file is thick – divide it
up into sub-files. Binder clip papers together in chronological
order within folders especially those that are date sensitive such
as invoices.
In my system – anything to do with clients,
including files by client name are in my red
section. My green
section is for anything financial. My yellow
section includes web site designing, business card printing, advertising
and so on. My blue
section contains files relating to my business plan. My black
section has my warranties for office equipment, computer
documents and my purple
section has information about networking events, associations, training
etc.
Step three:
Once you have purged and filed according
to your new system, keeping your system in action requires you to:
- File regularly – file as you handle
a piece of paper, at the end of the day or at a minimum once a
week.
- Mark files that contain dated information (catalogues,
price lists etc.) and plan to purge them every 6 months.
- Create an index of your system listing the
file headings within each section. Use this index as a guide when
filing or marking file destinations on papers as you handle them.
If the papers are marked, an assistant can file them for you!
Find a few hours to rework your system now and
save yourself many unproductive hours later.
Supplies list:
- hanging file folders and tabs
- file folders in 5 colours
- file folder labels (for computer printer
or labeler)
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Do you have questions or comments regarding this article?
Email Joni Rose at
joni@careerminded.ca
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