Now that you’ve got your filing system set up and your action items in their proper places, it’s time for maintenance. Some tips on maintaining your filing system:
Filing paperwork is crucial because it allows you to find things quickly and easily. Here are some tips for creating a great filing system.
Having a standardized terminology for your files keeps search time to a minimum, with both digital and physical files. For physical files, use consistent dates and names. For digital files, include multiple search terms in your file name to allow for faster retrieval.
Use cascading hierarchies when creating your paper files. For instance, you could keep all your insurances together in one hanging folder and have the paperwork for the individual policies in separate interior folders.
If you have fewer than five items in one category, that’s a sign that you could condense it with another. More than twenty items should be split up into subcategories. For instance, say you have files relating to places you want to travel to. If you only want to go to New Zealand and visit Lord of the Rings locations, you only need one folder. If you want to go to every state in the US and have paperwork about each state you want to visit, then a folder for each state will be helpful. This helps avoid overstuffed folders that are difficult to look through and avoids having unnecessary folders as well. Using labeling, color coding, or different locations for these categories makes them easy to see at a glance.
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Action items are a type of paperwork that needs attention, like reminders of appointments, or a bill that’s coming due.
One common mistake people make when organizing their paperwork is keeping action items out to help them remember. Put away the paper and keep the reminder. Keeping an action item on your desk leads to clutter. Have a specific place for action items, so you know where to look for them when it is time to take that action.
Have a reminder system in place. You can set a reminder on your phone, write it in a paper planner, or use one of the action item systems below, and put the paper away.
Use the 2-minute rule – if it will take less than 2 minutes to do it, do it now. It’s not worth your time to file it. Set the reminder, and find it again – just do it!
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Why organize your paperwork? Organizing your paperwork clears piles of paper cluttering your space, helps you find information efficiently, keeps you on top of bills and to-dos, and avoids late fees, missed deadlines, and wasting time. Organize your paperwork to reduce stress, have a clear mind and focus on what matters.
The first step toward fully organized paperwork is to sort. When we are clearing someone’s desk, we use the RAFTS system: Recycle, Action, File, Trash/Treasure, and Shred.
Any paperwork you no longer need that doesn’t contain sensitive information can be recycled. This includes things like advertisements, takeout menus, old Post-It notes, or junk mail.
We’ve discussed how to keep things off your desk, but what tools and supplies should you keep near? These are my suggestions:
Some people prefer a certain pen, or pencil, or fountain pen. If that’s you, make a space for it that is its home. Put it back as soon as you’re done with it and it will always be there when you need it. (P.S., secret – (whisper) that’s true of all your belongings.) In fact, keeping track of one pen is easier than keeping track of many. This is the secret to minimalism. Having only what you need is part of the secret to sustainability. Choosing to live more simply with less allows you to have favorites. It allows you to have better-quality things in your life that will last longer. Having less in your life makes it easier to get and stay organized and that allows you to have a certain peace in your life.
It usually makes sense to put your printer/scanner on the dominant hand side of the desk. It’s easier to operate that way and if you have it just in reach, you still have space for project items in front of you. It’s also okay to place it slightly out of reach so that it gives you a break from sitting.
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Optimum desk arrangement not only makes work easier and more enjoyable, it also makes it better for your body. Too often, pain or discomfort can unconsciously distract you from your work. A well-thought-out arrangement of your accessories can make working easier and more efficient.
Keeping a straight spine helps with proper functioning of the body. A computer screen set up at the right height keeps your chin level with the floor, which also helps your posture. A keyboard at the right height helps avoid carpal tunnel syndrome.
If you’re working on a laptop, consider getting a stand for the laptop and an extra keyboard so you can position everything optimally. It’s also good to remember to get up from your chair at regular intervals; or consider a standing desk.
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