When it comes to being disorganized, is it any surprise that paper continues to be one of the biggest problems that plague people at home and at the office? 5S is a systematic approach to keeping an area neat and organized. Originally designed by Toyota, it is now adapted by industries worldwide in both manufacturing and offices.

Applying the Lean Office 5S technique to this project breaks down into these 5 manageable steps:

Sort - Slow and steady is your mantra. Start at the front of your drawer and begin to sort through, one file at a time. This might seem too time-consuming for you so use a timer and limit your session to just 15-20 minutes a day. Slow and Steady progress will prevent any type of burn-out, especially if you're facing a lot of files. Use a brightly colored piece of paper as a marker in your file drawer so you know where to pick up the next day.

Straighten - If your filing cabinet has hanging file folders, chances are you have plastic tabs identifying the file name. Reposition these tabs so they are directly behind one another vs. having them in any type of staggered positioning. Referred to as Straight-line Filing, this method is quite effective in locating folders quickly.

Sweep - Take time to "clean-up" as you go. If you've got files with broken tabs, replace them now. If some of your manila file folders are tattered or worn out, replace with a new folder.  Note: If you use Manila file folders inside hanging files, use Interior Manila file folders as they are designed to completely nest inside a hanging file without sticking up.

Standardize - Be consistent in how you label your individual files and file drawers. If you've got a label maker it will be much easier to create that "standardized" look. Also, file only what is absolutely necessary. If you have the document electronically, do you still need a paper copy?

Sustain - Keeping your filing cabinet neat, orderly and easily accessible is the name of the game moving forward.  If your filing system is quite extensive, create a File Index in Excel, which will allow easy updates. Print this Index and hang it on a clipboard on the side of your filing cabinet so you (and others) can easily reference it when filing items. Keep a supply of 8-10 empty hanging files and Manila file folders in the front of your filing cabinet. This way you'll have what you need at your fingertips the next time you need to create a new file.

According to CareerBuilder.com, there are six business etiquette blunders to avoid if you want to keep that professional image in the office.

Having a wimpy handshake - You're only given one opportunity to make a strong first impression and if your handshake is weak or of the "wet fish" kind, then others may under estimate your abilities or see you as lacking confidence. Practice your handshake with someone you trust and who will give you honest feedback.

Being late - This applies to client meetings, staff meetings and your arrival at work each morning. How you value others' time is communicated by your arrival, whether on time or late.  Always allow additional travel time when getting to a client site as it's far more impressive to arrive early than a few minutes late.

Accidentally sharing other's email address - This most often occurs when sending email to a group of individuals and you forget about using the bcc option of your email program. A sincere apology will go a long way in seeking forgiveness from any offended parties.

Dressing inappropriately - When meeting a client for the first time, always do your homework in finding out what their company's dress code is. And then arrive just one notch up from what that is. If you're told "Business Casual", ask for their definition of it. It may mean khakis and a golf shirt or it may mean dress slacks, dress shirt and no tie.

Forgetting that business social events are still business - What happens at the company picnic doesn't stay at the company picnic. It follows you back to the office, into staff meetings and surfaces at the most inopportune times. Take caution in how much you drink, what you say and even how you dress when socializing with the boss and co-workers.

Emailing the wrong person the wrong message - Hitting "send" or "reply to all" by accident is everyone's nightmare. When writing an email message, make sure you have it properly addressed and that it's a message you won't regret sending at a later date.  Email is not for venting or declaring your boss an incompetent jerk. Those emails will always find their way to those above you and just might end up in your personnel folder. 

© Audrey Thomas