The key to an organized and productive office is to establish an effective system for your files. To successfully carry out projects and ensure you’re staying on top of your tasks, it’s a good idea to face that growing pile of paper that’s cluttering your desk. Here are some of the best techniques for filing your important documents and files.
It seems like an obvious solution to buy a filing cabinet, but a lot of people shy away from the idea of having a cabinet taking up room in their working space. The good news is that you don’t have to compromise space or even aesthetics when you buy filing cabinets, as the range of styles, sizes, and options in materials available means that you can find something perfect for your space in terms of design and fit. With options for vertical, lateral, flat file and other storage types, various office furniture providers can provide you with a stunning, sophisticated and complementary design that suits your work both practically and aesthetically.
Used in combination with filing cabinets, archive boxes can help you store away files you won’t need to frequently go back to. They’re often an underrated office supply, with many people thinking they’re only necessary to buy during an office move. However, if you have some cupboard space or shelving available, archive boxes can be a fantastic solution for taking clutter off your desk and storing it away for later use. Archive boxes are particularly useful if you take time to categorize your files into different boxes. This way you’ll know exactly where to go when you need a particular file or document.
Filing cabinets and archive boxes are only effective if you ensure everything is labeled correctly. Working out a labeling system that works for you is the best way to improve efficiency and productivity in your workspace. You’ll never have to experience losing a file in front of a client, and during hectic work periods and stressful times, you’ll know exactly what to reach for and where you need to go to find. Labeling can be done in a number of ways, but it always comes back to the preference of the person. Using colors, stickers or printed out labels for your files are all great ideas.
Bin It & Go Digital
One of the best filing habits you can implement is knowing when it’s time for a file to go into the trash can. The inner hoarder inside you might be screaming, but the truth is that holding onto unnecessary files, documents and paperwork is just going to add to the clutter. Conduct routine cleans and makes sure you throw out any old or unneeded files.
There are often times when printed versions of your files are unnecessary so it can be useful to utilize digital folders and store the majority of your files digitally. This can help to ensure your working space won’t start to overflow with paper.