Your office files can get very disorganized if you don’t have a good management system established. By not having it organized, it will result in undue stress for you and your employees. Taking the time to organize these systems will make your business run more smoothly and will reduce stress for you and your employees/clients.
Here are three powerful ways to organize your home and office files.
1. Sorting by color coding: Use different colors to represent different types of data. Try green hanging folders for paid bills. And, using red hanging folders for current year essential documents, like tax-related paperwork, income, and charities. You can try using yellow hanging folders for important long-term papers like wills, living wills, current insurance policies, unused credit card, and passports and store these folders in a fire-proof safe.
2. Sorting by chronological order: Filing your bills in monthly sections (January, February, March, etc…) works for filing bills. However, it does not necessarily work for necessary documents retrieval. If you need your insurance policies, you will need to store them somewhere else because it will be too difficult to find long-term papers with this system.
3. Sorting by payee or manufacturer: Filing by a payee, like company name of your loan, works if you stay consistent with this system. You can then put the files in ABC order to help you quickly retrieve the data. You can also use this system for filing manuals and warranties.
These types of filing systems will help you get your office in order. Here are even more options to add to your paper management.
- Having the same color manila folder inside a hanging folder makes it easier for you to remember where a manila file should go when you take the manilla folder out. If you pull out the record, the hanging folder will help remind you.
- Label your manila folder a specific name. Not too specific that you will only have one piece of paper in it though. You can fit several manila folders under one general category hanging folder to save space. For example, the general hanging folder would be called, “Utilities.” The individual manila folder would be called, “Telephone,” “Cable, or “name of the company.”
Whichever method you decide to use, stay consistent with the system from year to year, and you will have little trouble finding your paperwork.
If you are looking for even more information to manage your papers, visit these posts below.
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