by Tracey
Lawton
http://www.OfficeOrganizationSuccess.com
©
2008
I know... you probably think of filing as the most
boring job in the world, and there are probably a 101 other thing that you would
prefer to do instead. However, as a solo business owner, it is down to you to
do the filing and stay organized. As a result this is one of the areas that a
lot of solo business owners find overwhelming - they simply do not know where
to start, or how to systemize their business.
Papers here;
papers there; papers everywhere!
The more piles of paper
there are, the more overwhelmed they feel!
Creating and
maintaining a filing system is the very foundation that your business is built
on, so this is the first system you need to put in place - an efficient and effective
filing system. And one that is simple to use too!
With
a proper filing system in place you will very quickly and easily be able to find
the information you need, when you need it.
Let me share
with you below my 7 easy steps for creating your ideal filing system:
-
Determine your storage needs. Whether you decide to opt for a plastic filing crate,
or a dedicated filing cabinet, one thing you need to keep in mind that you will
need TWICE as much space as you think you'll need.
- Decide how
you naturally look for information. This will determine what your filing system
will look like, and how you will set up your files. For example are you a person
who thinks in alphabetical terms, or does categorization serve you better? Remember
- this is YOUR filing system so you need to do what works for YOU.
-
Categorize your filing drawers/crates. For example if you have a two-drawer filing
cabinet, use the top drawer for business files and the bottom drawer for personal
files. You decide how best to categorize your filing drawers. But don't just put
all your files together in one drawer without any system otherwise you won't be
able to find anything again!
- Gather your supplies. Tabbed file
folders work best simply because there are no holes to punch or fiddly clasps
to undo. You simply drop your papers into your file - making filing your paperwork
a cinch!
- Create quick and easy access to your day-to-day files.
A stepped-sorter holds approximately 8-10 files which step up the further back
they are - making your files easily visible. Keep this on your desk, and store
in it those files you know you will need access to every day.
-
Now move on to your PC filing system. Your PC is a very large filing cabinet,
so it makes sense to create a similar filing system here as you did for your paper
files. That way you do not have to manage two different filing systems - it's
the same system except one is physical, and the other is electronic.
-
Create a system for your emails. Again, follow a very similar or the same system
for creating email folders as you did for your paper and PC files. Outlook and
Thunderbird allow you to create different mail folders.
Consistency
is the key to an easy-to-use, successful filing system. Create the same files
and folders for your paper-based system, your PC system, and your email program.
About the Author:
Office
organization expert, Tracey Lawton, teaches professional speakers, coaches, and
authors how to operate an efficient, organized, and profitable business. Learn
how to create an efficient and organized office in 7 EASY steps, and receive free
how-to articles at http://www.OfficeOrganizationSuccess.com
NBA
Benefit Provider - Drawloop
Technologies, Inc.
NBA
Resource Article - 5 Steps
to Organize Your Way to Efficiency
NBA
Resource Article - Organize
Your Banking Papers
Reprint
of this article does not constitute an endorsement by the National Business Association;
the article is for informational purposes for our members and viewers of our Web
site.
