- A Note From Anne
- Set up the basics for your workspace
- Prioritizing
- Maintenance
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Hello!
 Have you ever taken a class in filing? Personally, I have when I was in high school, with Miss Fulton, Mt. Greylock Regional High School in Williamstown, Massachusetts. It was Miss Fulton who recommended I pursue a career in office administration. Actually, then it was called "being a secretary!"
At that time "organizing" wasn't a career. The most logical place back then to receive certification was Katharine Gibbs School (KGS), in Boston currently known as Gibbs. It was there that I took classes on filing. Now most people haven't had the opportunities I had at KGS so where do you begin?
In our quest to get organized, we're starting with a paper filing system. Mostly because the piles of files and stacks of projects are the top priority. With a filing system established, then you can start thinking about an infrastructure for more advanced electronic storage later down the line, without being completely overwhelmed. (I promise!) You'll know when you are ready for that -- and we'll make it fun.
Yes, I do get excited about filing, and I have the credentials - and now 20 years experience. Ouch! I just realized, it's getting to be a few more than 20. Ok, I've got the experience!
Let me share this week how to get you up to speed, so you can get started. |
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Set Up the Basics for Your Workspace
File clerks have been the guardians of a company's important documents. In today's workplace, not everyone or company has the luxury of such support, so we need to understand their job to protect our documents. We all have an ethical, and in many cases, a legal responsibility to create and maintain an efficient and accessible filing system.
I have adopted an acronym from Barbara Hemphill, author of "Taming the Paper Tiger at Work", called F.A.T.™. It's brilliant! When you gather material and are trying to make a decision where to put it, think F - File, A - Action or T- Toss. For your workspace, start with the FAT principle and designate a space for: 
- F- Files - reference files and items you don't need daily, but still want rather close by
- A - Action - these files are for currently active documents or ongoing projects
- T - Toss - relates to anything you don't need. If there are no legal or financial consequences to tossing the documents, or they are easily retrievable somewhere else, let it go.
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Prioritizing
 For most clients I work with and personally for me, it was an epiphany to separate the active files. Most people have less than 20 active files, so think about the contents of those piles around your desk, the huge inbox that you keep sorting through, or the infamous "don't touch that pile". Most likely that's the place to start to create as your action file. You'll need to make some decisions on how to arrange incoming files -- either, numerically, alphabetically, or by subject matter. These files should be set up within an arm's reach of your chair. Think of a pilot's cockpit - it's compact. Like a pilot, you want the space ergonomic, and arranged in priority of functional urgency to manage your work and time as effectively as possible.
The "F" files, are the reference files. These are the files that are the history of what you are working on, or records that are accessed less often, maybe quarterly. Most people want these fairly close by, but I would caution you to not put these files in your most prized real estate in your office. Make them convenient - possibly a step or two away. Not necessarily within your reach. |
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Maintenance
Records must be kept up to date. You'll need to regularly clean out files, throwing away old material and making certain that all documents have been filed correctly. This process will help you keep track of all the materials in the files and ensure that nothing is lost.
If you have a good system in place, this will not take long each day. If you do put it off for a while, I guarantee that with the right system you'll finish your filing in a fraction of the time that you used to spend. No more going into the office on a Saturday or a weekend to "get caught up". It just won't be that big of a deal anymore. Plus, with a system in place, you could delegate the task to someone else. Imagine the freedom!
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WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE? You can, as long as you include this complete blurb with it: Productivty Trainer and Organizing Consultant, Anne McGurty, publishes the "Organizing Strategy" weekly ezine with 1,200+ subscribers. If you're ready to jump-start your productivity, save time, and enjoy the quality of your life at work and at home, get your FREE tips now at www.StrategizeAndOrganize.
WANT MORE INTERACTIVE CONVERSATIONS AND TIPS: See Anne's blog. |
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About Anne:
 Anne McGurty is CEO of Strategize & Organize, a company devoted to training individual's to be more effective with the tools and resources to be productive in their work environment.
If you liked today's issue, you'll love Anne's transforming productivity training and organizing products to help you organize your business -- and yourself -- ranging from productivity consulting for individuals and executives to small business coaching programs to keynote speaking and corporate training programs to improve efficiencies in the workplace and improve productivity.
While Anne's best known for her expertise in productivity and expert office organizing, her clients share that her biggest impact comes from her philosophy of "personalizing her programs to fit the needs of her clients so they can streamline more efficiently with existing processes" - ensuring to create a sustainable work environment. This, Anne says, is the most important key to bringing an individual to personal freedom with time and organization.
You can learn more about Anne and her services, programs, and products at www.StrategizeAndOrganize.com. | |
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