Tips on Creating An Organized Filing System

by Odette Pollar

• Create parallel structures for paper files and electronic files. Choose the same kind of main categories and subcategories for both types of files so you know automatically where to put material, no matter what its form.
• Have a daily prompter, or "tickler," system in which you put all notes and papers that detail what you have to do on a certain day. It could be a series of hanging files in your desk or a list in your planner notebook or computer. When you do your planning, check these files so you'll have a clear picture of what your week looks like.
• Keep files you use most often in a hanging file drawer next to your desk. Don't place them among files you see only occasionally. You might even color code files based on how often you access them.
• Move old project files to a file drawer or cabinet away from current files. Similarly, move unused, or rarely used, computer files off your hard drive and onto floppy disks.
• When filing your own reports or projects, clip worksheets and supporting material to them. If you're questioned about them later, you'll be able to re-create how and why you did it that way.
• Make sure you have adequate desk supplies. How much time do you waste ignoring your broken stapler and constantly borrowing someone else's?
• Make appointments with yourself for uninterrupted work time on projects. Tell others you cannot be interrupted.
• Don't open you mail unless you can deal with it immediately. Don't handle it several times before you're finished with it.
• Do not set papers aside to decide their fate later. If it must wait, place it in a tickler file to revisit a week later.
• File papers in the broadest possible category. Find the key subject area and use that to label the file.
• File articles by the subjects they address. File all information according to how you will use it.
• Place the most recent document in the front of the file. This will save search time, particularly when file folders have lost of papers.

Sources: 99 Ways to Manage Paperwork by Odette Pollar.

Odette Pollar is a nationally known speaker and consultant to business, government and industry. Odette is the author of two books. Her third book, 365 Ways to Simplify Your Work Life, will be released in the Fall of 1996. She is the founder of Time Management Systems, a training firm based in Oakland, CA.

To order 99 Ways to Manage Paperwork, send $4.50 and a double-stamped, self-addressed envelope to TMS, 1441 Franklin Street, Suite 301, Oakland, CA 94612. (800) 599-TIME