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Do you have multiple disorganized filing systems?

Thursday, September 10, 2009 Leave a comment Go to comments

How many of you have multiple filing systems in email, My Documents, filing cabinets, desk drawers etc.? It is time to STOP and it is time to START OVER. So you may never be fully paperless, but I would guess 95% of everything I receive in my office is electronic and if it is paper I can either read it and throw it out, recycle it or quickly scan it to an electronic file. I would say less than 1% of the paper that comes in my office actually gets placement in a paper folder.

So how do I to get started? Start from the core and work through the details piece by piece. Create your own hierarchy. What is the basis for the file, is it a customer, is it a process? An example of this might be Customer Name | Year | Advertising | Valentines Day. Another example might be Company Name | Year | Finance | Budgets | Sales. Look at it from the aspect if you do not have access to your files and you need someone to go into your computer to find the information you need; could they? Make it so easy anyone could locate the files you are looking for. Not only will this save time, but it may help you and others in the future. As you grow with you company and transition into new positions it will make your successor’s job easier and will allow you to transition more quickly and easily into your new position.

A couple key tips: If you don’t need it, delete it. This goes for paper too; if you don’t need it or you can quickly scan it into you computer then recycle it.

Start an organized hierarchical filing system.

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