In many different jobs, people need to be able to maintain a vast number of files and documents. It’s crucial to be able to organize these paper documents effectively so that you can be productive at your job. You want to be able to retrieve and use information easily and readily in your workspace. The following will outline some advice on how to organize your documents efficiently.
Contents
Sort and Separate
Take your paper documents and sort them into different types or classifications like invoices, reports, or client information. To break it down even further, you can also use subtypes. This allows you to be more specific with your grouping of items and can help you decide what to keep or get rid of. If you’re having a hard time figuring out some files because they don’t seem to fit a main category, create a miscellaneous pile. It’s also a good idea to make a recycle or shred heap and a stack of documents you would like to digitize.
Sequential and Alphabetical Order
After you have sorted by kind and subtype, the next step would be to group things in a sequential (or chronological) order. Let’s say you have separated your files by customers, think about taking dated paperwork from most recent to oldest. That way, the newest documents will be in the front for easy access. Or you can go from oldest to current if you prefer seeing the whole history of your customer.
Documents that aren’t dated or time-stamped can be organized by frequency of use or how significant the file is. Next, alphabetize your files before placing them in a cabinet or shelf. You can place them in alphabetical order by the name of the customer or important groupings like reports or invoices.
Organize Storage Space
You’ve arranged the documents, but you can’t forget about the actual filing or storage space that will be used. You need to coordinate your filing drawers, cabinets, and shelves as well. Utilize file folders to group documents by kind and subtype. You can also use alphabetical and chronological order when putting folders into their filing space. Consider having your physical files placed in an area away from your desk. This will help keep your desk free from mess and clutter so you can finish other tasks.
Another organizational tip would be to have a shelf on your desk if you require to look over documents and paperwork regularly. This could include forms that you use daily. You can group them into specific categories for your shelf. Another thing you can do is use the desk shelf as a stepping stone or streamline the process as you receive documents before placing them into a filing cabinet or storage space.
Color-coding
Colored tabs and other indicators can cut down on browsing time for documents. You can see this system in play at medical offices and the like. There are a lot of options you can utilize when color-coding your folders.
Color-coded filing systems work by assigning different meanings to colored labels which are associated with attributes of the file. For example, you might want to use a green tab for urgent files and a yellow tab for items you use regularly – whatever works best for you. Also assign different numbers, letters, and auto makes (if you work at an auto dealership or repair shop) for further clarification. When the files are organized next to each other in open-shelf filing cabinets, the colored blocks are visible, making it extremely easy to locate and retrieve specific files. Whether you run a car dealership or other type of business, color-coding paper files will make your company run smoothly. If you need color-coded labels and filing supplies, check out MBR Marketing.
Go a step further and use colored ink or pens to pair it with your color-coding system. Even highlighters can be utilized at this point for the organization. Use the tools available to you to make your work life more organized. You can take what you learn and use it for your home life too.
Get Rid of the Extra
Organizing your paper documents effectively can minimize the paperwork you keep. Shred (if necessary) and recycle paperwork that is no longer applicable. Having a recycling bin for items to shred will help immensely in clearing clutter and keeping neat and orderly. Besides, you don’t want to get buried in paperwork to the point of it becoming a fire hazard.
Digitizing
Yes, we are discussing how to organize physical paperwork, but it’s also a good idea to have a digital record of things as well. This will also help decrease disorganization. By going online and digital, you can share files with extreme ease from your computer. You can do this by scanning documents into digital files and placing them in folders on your desktop. The way you organized your paper files will work for a digital filing system as well.
- Group by kind (and subtype)
- Alphabetical and chronological order
- Color-code
- Label documents efficiently
The positive of going digital is that you can search for files quickly on the computer. It helps reduce clutter and disarray as well as physical space for your storage needs. Some people might not have the room to store large cabinets and shelves.
Final Thought
The overall organization will boost productivity and cut down on stress from work-related activities. With anything you want to keep in good working condition (organizing documents in this case), do regular upkeep, cleaning, and maintenance. If you don’t, files can build up, especially during times that are hectic. Life will become a little easier and more pleasant when you are organized.
