office filing organization

Although it might seem simple and obvious, I thought a quick post on an office filing system might be helpful.  Of course your job might call for a more complex filing system but if not, this simple one might work for you.

• Print your main folder labels.  The main folder should be broad and not too specific.  Ask yourself, “If I was looking for this document, what comes to mind first?”

• I like using the Avery Hanging Filing Tabs (Office Depot) instead of plastic tabs because you can feed the labels through your printer and you’re done.

• Then decide on names for the subfolders.
• For example:  Instead of creating a main folder for Classified Negotiations Minutes and District Negotiations Minutes, they are subfolders.

• In the bottom right corner, print the name of the main folder.  Since I always have subfolders out on my desk, having the name of the main folder in the bottom right helps me know exactly where to return the files.

I think this is much easier on the eyes:

• March
• April
• May

As opposed to:

• March Future Payroll
• April Future Payroll
• May Future Payroll

This will also work in your home office.  For exampe:

• MAIN:  INSURANCE
• Sub:  Car
• Sub:  Home
• Sub:  Life

• MAIN:  UTILITIES
• Sub:  January
• Sub:  March
• Sub:  April

• MAIN:  APPLIANCES
• Sub:  User Manuals
• Sub:  Warranties

• MAIN:  CHILD’S NAME
• Sub:  Calendars
• Sub:  Report Cards
• Sub:  Projects

Sorry, I don’t have kids so I have no idea what kind of paperwork a parent would have. =)

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