Keep Your Filing Simple

Files. Oh joy and delight! They can be that or they can be a real headache.

So here's a couple of ideas to think about.

First of all, in your office space, have any files you work with regularly within easy reach of where you work.

For example, put your filing cabinet beside or behind your desk, where you can swivel to get at it quickly. Or put your major files in one of your desk drawers.

Keep your tickler file close at hand, and perhaps a desktop file holder for any current projects you are working on.

What about the filing system you use? Is it easy or does it give you grief?

Part of the problem with filing is just deciding in the first place what to file something under. And really, only you can do that because it needs to be something that makes sense to you.

Do try to keep that as simple as possible. Think of the first name or title that you would probably look under if you need to find this file later. For example, would you file your insurance papers under "Insurance" or under the company name "ABC Insurance"? If I'm really not sure, I might do both - pick one to put the information in and then add the other one that simply has a note in it that says to check in the other file. But only do that as a last resort if you really think you need to.

First, as much as possible, file everything in one alphabetical system. If you have a home office, then you may want to separate them into business and personal files, but then keep each of those to a simple alphabetical system.

Some organizers also suggest just using file folders. Personally, I like using hanging files for the file folders, but just going with the file folders costs less, and some find it easier to manage. So do what works best for you.