6 Steps to Organize Files

Have you ever looked for stuff and couldn't find them, only because you hadn't ordered them neatly? Although the process of organizing files can be well.. “a mission”, it is helpful when you need access to your information. Here are 6 useful steps to organize them: 1. determine location/volume of space 2. gather all information for filing, 3. categorize or sort it by class, 4. once sorted, you can alphabetize or order it, 5. labels, 6. place files in location

1. Determine location/volume of space

Are you going to store your documents in :

1. a filing cabinet with categories divided by folders or,

2. a binder divided by binder dividers

3. scan documents and save to your computer (saving space)?

1. Gather all information for filing

Collect all documents for filing whilst remembering that the location you identified in Step 1 i.e. the volume of space you have to store your documents, will determine the amount you need to end up with. Or if you collect more items than you have space for, you need to allocate a bigger location to store it in.

1. Categorize or sort it by class

Determine categories to sort your document into e.g. Finance, health, work, family etc. Then categorize each document according to those.

1. Once sorted, you can alphabetize or order it

Once you have piles of categories of your documents, now place them in order. You can choose how you prefer ordering them, such as by date, alphabet or any other order.

1. Labels

Write out labels according to your categories - if you are storing documents in a binder, place labels on dividers to separate categories; If you are storing it in a filing cabinet, place labels on the folders used in the filing cabinet to separate categories; If you are scanning and storing it on your computer - place labels on soft copy folders in your preferred computer directory.

1. Place files in location

Place documents in location i.e. 1. a folder and filing cabinet or, 2. punch and store in a binder dividers or, 3. scan paper documents and save them on your computer. Once placed, you can alphabetize them.

A key to stay ahead of organizing your files is to prioritize time for it, once weekly/bi-monthly/monthly (whatever you need), as there will always be a need to file new items/remove old ones and remember how your system is set up, so that when a file is removed it can be replaced in the right order. Tip: when using tabs to label a folder, place it at the back flap, rather than the front to prevent blocking the label as you file. A little tip to make it easier..

Question: Have you had success organizing your files? I’d love to hear about it! Please share your comments below,

To your success!

*Esha

#simplificationmanagement #organizationmanagement