Did you know employees spend 1.8 hours every day—9.3 hours per week, on average—searching and gathering information? Source: Time Searching for Information. Filing is a great way to cut this time, but a disorganized and inefficient filing system can make matters worse. Here are our five tips for mastering your filing system.
Tip 1: Choose a good organization system. Whether you choose to file according to client last name, date, project, etc., make sure that the system you file with applies to your business.
Tip 2: Purge unnecessary files. Before you start to group documents according to your system, get rid of anything you don’t need. Our rule of thumb is if you haven’t seen it in over 2 years, it might be time to throw it out or shred it, unless certain laws mandate document retention. Need a good shredder? We carry all shapes and sizes to help you purge unnecessary files.
Tip 3: Choose a method for your madness. There are many ways to organize your files. We recommend color coding and labeling. The goal here is to make a document findable in less than 30 seconds. If it takes longer, you haven’t quite mastered your filing system. Try automating your color coding system for easy updating and fast coding through Smead’s Viewable Labeling Systems.
Tip 4: Strategically place file cabinets. The files that you use most often should go closest to you. If you have certain files for certain departments, keep those in that area of the office. This will save time and stop you from getting up from your desk several times a day.
Tip 5: Keep your files secure. It is very important that confidential documents are secure. Whether you choose a locked room for those files or a locked cabinet make sure you keep control of those files at all time. Your company privacy depends on it. Ask us about our locking lateral and vertical filing cabinets
Now that you have our 5 tips for mastering your filing system, check out these products to bring your file system to life. With a mix or all of these products, you will be on our way to the most organized files your company has had yet!