Conquer Your Filing
In an idea office environment we should be able to find anything that we need the instant we need it. So why is it that we can not always do this? The answer is in whether we have invested the time to establish a filing system that we understand. It is easy to file items however the objective of filing is to find the filed items quickly.
In an idea office environment we should be able to find anything that we need the instant we need it. So why is it that we can not always do this? The answer is in whether we have invested the time to establish a filing system that we understand. It is easy to file items however the objective of filing is to find the filed items quickly.
By creating a filing system where we can retrieve documents when we need to find them we can save ourselves hours a day.
Steps to conquer your filing.
Purge what you do not need!
Put like items together in broad categories such as a main category, then a sub-category. For example, the main category is financial, sub-categories include bank accounts, shares, cash flow, profit and loss etc.
Keep a file index [a master list of file names].
Always check your file index prior to creating a new file or when deciding where to put new documents.
Keep the most recent papers in the front of the file. When you open the file the most current information will be on top.
Set up new files when you need then, this way the paper is dealt with and you have completed your task. It only takes a couple of minutes to keep everything in its place!
Create a filing system for your electronic documents that mirrors the system you have for your paper documents.
Remember . . .
Throw out papers you do not need. The 80/20 principle applies to filing as well. We only refer to approx 20% of the documents that we keep filed. So next time before you spend the time filing a document ask yourself whether you really need to keep it. If the answer is yes, ask yourself whether you are placing it in the most logical spot to find it when you do need it.
Throw out papers you do not need. The 80/20 principle applies to filing as well. We only refer to approx 20% of the documents that we keep filed. So next time before you spend the time filing a document ask yourself whether you really need to keep it. If the answer is yes, ask yourself whether you are placing it in the most logical spot to find it when you do need it.
About Us
LifeStyle Refocus is a Melbourne based personal assistant, corporate concierge and lifestyle management consultancy. They are all about saving you TIME. By taking care of your “to do” or “wish list” so you can spend time doing the things that are truly important to you. For more information go to
www.lifestylerefocus.com.au or contact Silvana on 0417 595 744 or Michele on 0437 311 802.
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