Question:
I
am ready to begin this New Year by clearing out the old papers in my office. Where do I start?
You just did ... by asking the question! Many people never ever CONSIDER beginning anew in January ... I applaud your desire to start fresh!
Here are some ideas:
1st STEP:
Go to your local office supply store and buy the following items (if you don't already have them):
- Storage boxes
- Third cut file folders
- Pendaflex folders
- Red felt-tip pens
- Black marker pens
Take these items back to your office and get yourself a big glass of water. It is time to usher out the old and ring in the new!
2nd STEP:
Assemble a storage box and fill it with all of your financial documents from
the previous year. If you have documents from additional previous years, store them in a separate storage box. In the
future, you will only have the past year's documents to archive and this process will be much easier. Take one of your black marker pens,
and on both ends of the box, note the year of the documents and "Financial
Docs". Follow this procedure with documents from any previous years that you are removing from your filing cabinet.
3rd STEP:
Assemble another storage box and go through all your file drawers. Can you find documents that pertain to a previous period in your life that are no longer applicable to
your current life? If so, decide if you still need or want to keep these documents. If you don't need or want them, immediately place them in your recycle bin. Buy a shredder
so any sensitive information will be secure. If you do need or want to keep these documents, place them in a separate storage box, and mark this box on box ends with the
corresponding date and the contents. Also be sure that the folders contained in the box are clearly marked. Remember .... if you go back to this box in 2, 5, or 10 years from
now, make it as easy as possible for you to find what you might be looking for. If you can't clarify the contents of the box now, it will be absolutely useless to you later.
4th STEP:
Prepare for the current year by creating files for
it. Don't worry about being fancy; use those red felt-tip pens to write on the folder tabs what you will store in each
folder. Be sure to write the year on the tab so the archiving will be an easier process next January. Use the red felt-tip pen on the pendaflex tabs, too, but do not
note the year. If you use a broader description on the pendaflex tabs, and use the pendaflex as "hangers" only, you will be able to use them year after year.
IMPORTANT HINT: place frequently used files at your fingertips! If you have to get up from your desk to file, then you probably won't file. That's how the mess starts
...
I personally use the following "template" for making files. I have found that by using each tab position for different sections of the alphabet, it is much
easier to locate files. I keep the below "template" on a post-it note next to my desk for easy reference:
1st cut
.... .... 2nd cut ........
3rd cut
(left tab) .. (middle tab)...
(right tab)
ABC
...............DEF................GHI
JKL
.................MNO...............PQR
STU
................VWX................YZ
For example, if I wanted to start a folder for "Organizing Tips", I would use a 2nd cut or middle tab folder because "O" for "Organizing" is
in the middle position on the template. A folder where I store "Contributions" would be placed in a folder with a 1st cut or left position tab.
Do, however, keep all of your financial documents in a separate location from your general administrative documents. And, of course, file all folders alphabetically.
The "EffEx Tip" of the Month:
Look at the top of your desk and around it. Are there items lying around that have been there for ages and you've never used them? If so, get
rid of them!
The top of your desk (and the floor around it) should only contain items that you continuously use (i.e., paperclips, stapler, post-it notes,
clock, calculator, recycle bin, trash can, etc.) Determine a "home" for each of these items and make an effort to always return each item back to its
"home" after using it.
This simple step alone will keep you organized and able to find the standard items you need while working. A real time-saver!
