There is an old saying “Cleanliness is next to godliness” which rightly suits any organization. Today, businesses are organized in every kind of space one can imagine; from traditional business suites and home-based offices to cubicles and converted closets. One common thing among all these offices is the files. Managing and operating files is the most difficult task in any organization. It is important to upkeep files to truly relax and enjoy the countless rewards for an organized office. A few tips are required to organize office files to maintain an efficient file system. Read on further to know how you can organize office files and paperwork.
Tips For Organizing Office Files
- Firstly, pen down a general list of file categories such as client files, personal files, receipts, receivables, payables, etc. This will give you a good foundation for your file system.
- Find out a single space to store your files and documents. It can be a letter tray, a file folder, a basket, a box or a file cabinet.
- Gather all your paperwork, notes, and mails. Segregate these papers into the general categories you had created. This will give you an idea of what are your real needs and how you can reconfigure your present system.
- While doing so, you may think that this is more chaotic than the previous piles papers. But, at least you will know where your things are. This will be your first step to efficiency.
- Get some files, they may be colored or labeled or named with different colored pens. Do something that will help you remember the files.
- Carefully stack the stuff into files making note of where you are putting that stuff.
- Title the files with words that will jog your memory and do not abbreviate.
- Alphabetize your file cabinet and strictly keep it in order.
- Invest a good paper shredder to store your personal information as identity theft is too prevalent to ignore.
- Do not save what you do not need. You may think that you can find a use for everything. The truth is that it is not worthy to keep printed copies of your memos and e-mails. If there is something that you wouldn’t be using, throw it out.
- After you have improved your file system, do not waste your hard work by not keeping the files and papers in order. The biggest challenge here is updating the files.
- Keep an inbox to stack papers that are to be filed and file them regularly. Do this on a regular basis not necessarily on a daily basis.
- File a piece of paper in a file which will be easy to find later on. Make new files as required so as to not pile the work.
- Box up your accumulated files and store them annually.