Tidying up and organizing files in the office can be challenging, especially if you have a lot of files and documents, but it doesn't have to be a traumatic task. Planning ahead and deciding which filing policy to use can help you organize documents in the best way for your type of business, and help you find important documents faster in the future. Here you will find a series of steps to follow to start organizing files in your office.
Steps
Method 1 of 3: Set aside some time to separate documents
Step 1. Set aside an uninterrupted amount of time to organize your files, so you don't have to continually stop and get back to work
Before you begin, make sure you have enough folders and labels to group them together.
Method 2 of 3: Separate sheets and sets
Step 1. Divide the pile of papers and files you want to organize into smaller, more manageable groups
- Take a look at the documents contained in each group thus formed, and get rid of any that you no longer need by throwing them in the trash can or using a shredder machine. This way you will begin to reduce both paper volume and clutter.
- Separate the sheets and files you want to keep by creating two separate groups: one for the ones you will need in the next few months, and one for the ones you won't need shortly and that you can archive.
Step 2. Sort the folders alphabetically if they are files corresponding to different customers
If, for example, each file contains documents relating to a person or a company, you can sort them alphabetically based on the person's surname (or company name). If you decide to sort them by surname, use a label for each folder that clearly begins with the surname, followed by the name. Put away the folders in alphabetical order, and then put labels on the various drawers of the cabinet to indicate which drawers contain the documents relating to the surnames beginning with which letters.
Step 3. If you have different types of documents for different areas of your business, sort the files by category
You may have, for example, files corresponding to bills or contracts: in this case you may prefer to divide them by type. Again, clearly label each binder and insert documents related to that category into it. You may need to create subcategories: in this case use a suspended folder for the category and folders for the subcategories.
- Use a binder for the documents you need urgently, so you know where to find them right away.
- Arrange the folders in the cabinet so that the temporary files are in front of you and the important documents are in the back: in this way the documents you need most often will be more easily accessible.
Method 3 of 3: Create monthly folders
Step 1. In addition to the archiving methods described above, use a series of folders divided and labeled by month (and year):
in this way, when you do not have time to archive documents immediately, you can still keep them sorted before archiving them (when you have time) starting with the oldest. Doing so will also allow you to always keep them organized by criteria, which will come in handy when you need to find something.
Monthly folders are also a useful way to keep documents that do not belong to any specific category in order
Step 2. At the end of the year, take a look at the documents left in the monthly folders:
you may find that you need to create a new category that you haven't thought about. Create this category in the new year by adding it to your filing system.
Step 3. Gather all remaining documents together with a paper clip
File them in a folder to label "Various Documents (Year …)".
Advice
- Once you have all the files organized in your office, continue to keep them organized, filing them from time to time and putting them back in place after consulting them.
- To avoid confusion and unnecessary accumulations within your new archive, get rid of the documents you no longer need, throwing them in the trash, sending them for recycling or using a paper shredder.
