The way you file your documents and arrange them reflects a lot on your organization’s efficiency. Failing of a filing system can be attributed to the random assortment of individual files that are not connected to each other. Labeling your files with names and stashing them away is not enough to set-up and maintain an efficient filing system. Here are some efficient filing ideas for office:
The first step to having an efficient filing system is creating broad categories for every document type. Look at your current files or documents, and start sorting them into broad categories like finance, insurance, etc. Remember, you must first categorize them in the broader categories and then move on to specific ones. Don’t worry about whether the document is a credit card bill or a bank statement.
Now that you have sorted them by the main categories, you can move on to sub-categorizing. Take, for example, the finance folder. Sort the papers in your finance folder into subcategories like checking account, credit card account, and so on. Bank statements can be filed into the accounts that they relate to. They can be sorted beyond the second category (finance – bank statement – savings, cheque, credit card, etc.) making it easy for you to locate papers when you need them.
Visuals always make it easier for the brain to grasp information as well as recollect it. Color coding does just that. Assign a different color to every major category of filing. For instance, color code finance as green. Then allocate the same color to files of each subcategory positioned under the name finance. This makes a lot of sense in the long term. Implementing color coding ensures the next time you go looking for a particular document, you do not have to browse through a pile of files as your hand will automatically go to the category color.
After you designate a color for each category, start labeling each file. Move from general to specific while labeling documents. For example, credit cards are of different types like Visa, MasterCard, etc. So, label each credit card file as – credit card: visa, credit card: master card, and so on. It makes it easier when you are arranging them alphabetically. Lastly, place the major categories into filing cabinets in alphabetical order.
Utilize these filing ideas for your office to see an immediate increase in your business’s efficiency levels. If you are looking for appropriate filing cabinets for your office, then connect with us at Office Marketplace.