File and Find Documents Fast
The only reason to file papers is to give them a place to be until you need them again. A good filing system should take you very little time to file or find documents. Don’t spend time creating an elaborate system, and don’t automatically file everything that comes your way. Studies consistently show that 80 percent of papers filed are never referred to again!
Keep categories broad
Filing by category provides a logical structure for files because similar subjects are grouped together. If you choose a different color for each category, it’s easy to see where they’re located as soon as you open the file drawer. Aim for category labels broad enough that most new documents fit one of them. Create a new category when necessary but don’t make them so specific that you create a new file for every new piece of paper.
For example, in most small businesses, there’s no need to subdivide a category called “Legal” into permits, licenses, trademark registrations, etc. You just don’t need to be that specific; one file is plenty. If it has to do with legal matters, drop it in; if you have to retrieve it later you can thumb through the file until you find the right document. On the other hand, a category called “Clients” wouldn’t be specific enough. It would be impractical to put all your individual client folders into one hanging file; you’d want separate files for each one, probably arranged alphabetically. And you’d want them all to be the same color, so you know instantly that a file that’s yellow, for example, is a client file.
Ideally, when adding new information you’ll place it in the front of the file, but I don’t think it’s a big problem if you don’t. Files shouldn’t be so thick that it takes more than a moment or two to find what you’re looking for no matter where it is in the file. If files become too crowded, subcategorize or weed out outdated information.
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