Professional Organizing Tips and Resources.
Everyone has paper!
Paper, Paper, Paper!
It’s everywhere and I know that many are struggling to deal effectively with it.
Oh sure, paperless sounds like a great idea and is an option for a vast majority of information that comes in paper form. Yet, not everything can be effectively stored on your computers system, and even before you start on such a project you first have to have a basic understanding of what to keep, for how long and where. Oh yes, and back it up!
File retention, proper naming conventions and a clear logic filing system are imperative no matter if we’re talking about paper or digital files.
I mentioned electronic filing just now, yet we won’t go into that today. Anyone that needs help in that area in encouraged to go to my ‘products’ page for some ‘ready to go’ electronic filing systems (Home and Office are covered). Those systems include pre-made electronic folders, instructions and an index which I will email you after your purchase, when and if you’re ready to tackle your electronic files. And for paper files I have solutions too. See the Freedom Filer and Paper Tiger Systems links in Products and 'Paper Tiger' links above.
Just remember, the tools are here for you, yet you still must be prepared to set aside the time to do the work to effectively ‘tidy up’ your files, paper or electronic.
Remember I am here for you if you need help with organizing either, of course. That’s my greatest passion.
Today let’s get back to focusing on ‘paper’ files as I share some tips and information about ‘filing cabinets’ and the features that will ‘make’ or ‘break’ your filing success…
Poorly designed supplies
Ever wonder how much thought goes into some of the office supply and equipment on the market today? Well I do. And every week I am reminded of just how poor some things are made and how it can lead to office clutter.
One big pet peeve of mine is poorly designed file cabinets. The kind that when the drawers are fully open a 3 to 4 inch gap of inaccessible file space is left behind! This leaves you digging your fingers between the files and the top of the drawer, desperately trying to reach the files at the bad. Grrrrrr!
Only solution: Stick that big bulky box that came with your latest software purchase at the back of the file drawer. Most people can’t bring themselves to part with these boxes anyway, and at least here it can be useful.
Other signs of a poorly design file cabinet are:
* Not enough clearance for the file tabs that are attached to top of hanging file folders
* No bottom surface to the bottom of the drawer
* File rails that hinder the smooth flow of the hanging files
* Hanging bars that keep coming off or bend with the weight of the files
* Drawers with no hanging file rails (A quick fix with Pendaflex Speedframe)
* Drawers that stick and won’t open easily
* Cabinets that don’t have locking mechanism that prevents more than one drawer open at a time. (A real safety hazard that should not be overlooked!)
Highly functional systems
If you want to file effectively and enjoy the experience much more, please keep in mind these key points.
After all, this stuff you’re keeping is important, right? So you’ll want to be effective in your management of it.
For highly functional file drawers consider the following features:
* Capacity is in line with your needs leaving 10%-20% extra space
* That it is either Legal or Letter sized depending on your long term needs
* The quality is good and it will last as long as you feel you will need it
* It has security keys if needed to lock up valuable or private documents
* The drawers allow access to very back of drawer
* The drawers open and close with ease
* File rails are sturdy and won’t wear and bend over time
* The look is acceptable with your decor
* You have enough file holders and tabs to suit your labelling needs
Please take some time to share your success,
your own pet peeves about filing products,
your own best solutions, and more.
We would love to hear your story and share your great ideas.
Need help organizing? Michelle serves the Carleton Place, Lanark County and Ottawa areas.