A proper filing system is important if you have to work with multiple clients.Your system should reflect your needs, even though there are many methods for filing papers.The best way to prepare for an efficient system is to only work on organization for a couple days.
Step 1: All of your materials should be gathered.
All your paperwork needs to be compiled before you attempt to setup a system.Place all the paperwork in one pile.Make sure you account for all your active and inactive work.Clear a table space so you can work on your papers.Remove all documents from the current system if you are adapting someone else’s paperwork into a new system.Prepare for a new system by handling all documents.
Step 2: Go through all the documents.
The hard part of the process is the step to becoming organized.Bank statements, credit card bills, and mortgage payments are some of the files that should be separated.You can go through each document in your pile to figure out what you are working with.A brief skim of each paper will help you out.Post-it notes can be used to mark important papers.
Step 3: Put up piles.
It would be helpful to keep related papers together as you sort through your paperwork.The papers relating to the client could be placed in one pile.You can pile your work based on months.It’s useful to have a sense of chronological order.While sorting through paperwork, set priorities.If you see papers that are important, put them on the top of the pile.
Step 4: As you see fit, reduce.
The trash pile can be created.You don’t have to throw away a pile of paperwork, but you should separate the unimportant papers from the other piles.A pile with random papers could be set up.If you are certain that you don’t need any paperwork at all, then discard them.If you are allowed to throw away anything before you follow through with something, check with your superiors.
Step 5: Use the correct folders.
Use cheap manila folders to keep things simple.This will not hurt your funds and will allow you to carry out your own filing system.You can get a pack of folders from any office supply store.
Step 6: Transfer your stuff.
To act as a guide for your folders, use the piles you established earlier.The contents of each folder should be organized as well.You can either organize the file by paper or by date.The contents of a file should not be arranged based on the alphabet.Organizations work better for organizing groups of files.As you fill the folders, put the manila folders into a filing cabinet.
Step 7: An alphabetical filing system is used.
When you need to retrieve names of people, you can use an alphabetical filing system.An alphabetical filing system is often the easiest system to use if you use terms that are easy to find.The best way to retrieve files is by labeling them.There is an extra tab designed to label files in Manila folders.It is more efficient to alphabetize by last name if you are handling clients.If you have a lot of files, make letter sections to organize them.Section dividers only contain one letter.The letters A-D or F-K can be divided in pairs.
Step 8: There is an order to use.
A subject or topic order is a very useful way to retrieve information when you work or study in a variety of subject areas.If you study law, you could have subject headings such as contract, constitutional law and administrative law.Section dividers are the best way to organize information.If you have several different topics, this system works best.You will not have much of an organized system if you don’t.
Step 9: It is possible to try numerical filing.
It’s ideal for files with dates or numbers.If you have invoices, receipts, dated events, the numerical system can make locating them easier.This option can also be labeled month and year.For people working in environments that use numbering for papers such as medical files, legislative documents, court cases, etc., numbering is a useful method of retrieving information.If you can retrieve information from several numbers, you should use this system.The numbers and dates should be marked on the filing tabs.The following numbers should increase the value.If you are filing with months, start with January and move through December.Each month you will benefit from section dividers.
Step 10: Use color coding.
It is especially effective for those with good visual recall.It is possible to cross-reference different subjects based on color coding.You can color code any of the techniques.Combining color codes with another system can be used.Adding color to your filling method is easy with the use of highlighters.A variety pack of highlighters can be purchased from any office supplies store.A variety of colored folders can be used to implement color coding.
Step 11: You can use a system.
It works well for items that you use all the time, but shouldn’t be a separate system.It needs to feed off another system.It’s a good idea to put frequently used information in a grouped space in your filing area so that it can be retrieved quickly.You have to be careful not to get disorganized using this system.Keeping the project you are currently working on in the front will not always guarantee an efficient organization.
Step 12: The paperwork should be filed immediately.
One way to make sure your system runs smoothly is to file paper with it.If you put off filing papers, the system won’t work.Getting into the habit of filing papers will help your productivity.
Step 13: Your space needs to be updated.
You should do a brief sweep of your filing system every couple of months.You don’t have to review all your papers like you did for the initial organization.Make sure everything is in the right place by checking through all the files.If the system you choose is working for you, you could reflect after the first few months.
Step 14: You need to clean out your space.
You should clean your workspace once a year.If you use less of the other files you have, you should go through the ones that are regularly used.To see if there is any unnecessary paperwork, open the files you use less and read through them.To remove dust from the filing cabinet, take out all the files and wipe them down with a damp cloth.