- A Note From Anne
- The Paper Filing System
- Creating a Centrally Understood System
- Benefits of an Inventoried System
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Hello!
 Does your office have a central files system that no one wants to deal with -- or people that just walk away in frustration when they can't find what they're looking for? The time wasted in organizations looking for files can be huge. Wouldn't you like your central filing system turned into a "centrally understood system." I learned that catchy phrase (centrally understood system) from Barbara Hemphill, a productivity specialist.
According to the Wall Street Journal, the average executive wastes 30 minutes per day retrieving misplaced information. Think of it - thirty minutes a day, that equates to 6 weeks per year! |
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The Paper Filing System - The Central Filing System
 When you are working in an organization with many people, the central filing system could be a disaster OR it could be synchronized so everyone can find what they need -- when they need it. The centralized files are those that are shared by multiple people in the office. They most likely are client files or ongoing projects for the company or division.
Recently, I have been working with a legal department on the working files of about 12 attorneys. All of the files are currently set up alphabetically and the file descriptions are stored in an access data base with keywords to find the files when needed. Sounds like a good idea, but there were some problems.
First, the only person who knew how to use the database was an administrator. Secondly, there were no reporting systems in place to review if the files were still current or needed to be archived (if files are historical or seldom used, move to a less accessible area of the office). And thirdly, what happens when the admin person isn't there? Who has the file? Where is it stored? Is all the information there?
These are just a few questions that came up and are pretty classic for any office environment. |
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Creating a Centrally Understood System
What you can do to create a Centrally Understood System:
- Create a filing system that is understood by everyone.
- Inventory all the files (yes!). Document every file, manually in a File Map (click here for File Map in Excel), or my favorite is using The Paper Tiger.
- Distribute a listing of all the files to all users with directions on how to access the physical files and how to update the inventory list.
- Formalize a review process to get input on what users need with the file list. Consider this - the Small Business Administration (SBA) estimates that 80% of filed papers are never looked at again.
- Transfer unused or outdated files to archive/offsite storage.
- Maintain the system. Nothing will work without a little daily maintenance, so know that whenever you have activity within a file, there are several steps that need to be taken as listed here.
Create your own system for your central files and see how much frustration and possibly office "real estate" is being wasted with your current system. Once you have a central filing system in place, you'll have another benefit -- you have created a system that can handle all of your resources! |
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Benefit of Setting Up an Inventoried System
There are many benefits to establishing an Inventoried File System:
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It is more streamlined and efficient by searching on a key word.
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The user will be directed to the location of the physical file, shelf, box, etc. where the resource is located.
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Every employee will be able to retrieve any physical resource in the organization quickly (if you're using the Paper Tiger, we guarantee in 5 seconds or less).
I encourage you to take the time to set up your new system, transfer old, stagnant files to the archives, and train others so they can be on board. Of course, if you need help, we at Strategize & Organize can always be available to get you started or do the project for you. |
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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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