4 Tips for Creating a Filing System That Works

filing cabinets

A messy and cluttered home office or professional working space can negatively affect the way people work, leading to annoyance, claustrophobia, and lack of motivation. The way around this is by establishing an effective filing system that meets all of your organization needs. While everybody files differently, here are some tips that might suit your style.

Purchase a Good Filing Cabinet

Filing cabinets are useful for obvious reasons, but that doesn’t mean that everybody uses them properly – and it all starts with purchasing the right one. Most office furniture and stationery providers offer a comprehensive range of filing cabinets that challenge what you currently think filing cabinets are. Forget the old-school cabinets used in high schools and medical facilities. Today, there are various options available that are sleek, sophisticated and made from all kinds of materials.

This means finding filing cabinets that complement your workspace is completely possible. With a variety of different sizes and styles available, you can find filing cabinets that hold all kinds of paper sizes to make filing a breeze.

Utilize Labels and Colour Coordinate

Labels can be very useful when it comes to filing, and they’re even better if you add some color to the mix. Colour coordination is a helpful way to know exactly where important files are at a quick glance. Your mind can immediately link a color to a meaning, with colors used to categorize files into the right sections. This means you’ll know exactly what you need to grab when you’re searching for a document.

You can color coordinate in any way that you think works. People will often opt for different colored folders to use in combination with printed labels. It’s a good idea to print out clear and bold labels to ensure you won’t waste any time frantically searching through your filing cabinets.

Conduct Routine De-Clutters 

Nobody likes spring cleaning, and sometimes there just doesn’t seem to be enough time to fit a clean into your busy schedule. However, it’s well known that a clean office is instrumental to productivity and quality of work. To avoid having to carry out large cleans, ensure your office is tidy all year round by micromanaging. You should regularly de-clutter your desk, using this time to file away the important stuff and dispose of the rest. There’s no point allowing your filing cabinets or shelves to slowly accumulate unneeded paperwork. To prevent cluttering your office in paperwork, flick through your files from time to time to see what’s no longer necessary.

Use Digital Filing Systems

While physical filing cabinets and systems are helpful for offices, it can often be more practical to use digital folders, as they require less room and you can quickly search for what you need. There are often times when hard copies of paperwork add to the mess of your working space. It’s, therefore, a good idea to identify what can remain on your computer without being printed off.

Everybody files digitally in a different manner, but you can’t go wrong with clearly named folders. You might also want to purchase a hard-drive or USB to back up important files, as it can be very disappointing and frustrating to lose files you really need.