27% of people in a survey said they feel disorganized at work. Within that group of people, 91% of them said they would be more efficient if their workspace was better organized. Keeping your files organized along with everything else at home and work can help you become more efficient and proactive!
If that sounds like something you want to achieve, then stick around as we are going to be giving some amazing filing tips for better office management in this blog. Let’s dive right in!
The Benefits of an Organized Workspace
There are plenty of benefits that come with having a well-organized office. Perhaps the most significant one is the increase in efficiency. A study conducted showed that employees that were disorganized and made around $50,000 would cost their companies around $11,000 per year.
With so much money being sent down the drain, it’s no wonder so many organizations and individuals are looking for ways to get their workspaces more organized. Among profits, there are many other benefits of an organized workspace including:
- Fewer distractions and better focus
- Increased creativity
- Less stress
- Improved time management
- Greater collaboration
With that being said, here are 5 tips to better stay organized with your files!
- Create Folders in an Analytic Hierarchy
When it comes to organizing your files, you want to make sure that everything is in its rightful place. This can be done by creating folders and subfolders. To make things easier on yourself (and anyone else who might need to access your files), label each folder and subfolder accordingly.
Labeling your subfolders is going to be key to keeping the files organized. In addition to that, you’re going to want to use plain and simple language for those names. You don’t want to be looking through your folders in the future, trying to decode strange abbreviations you made up when naming them. Use your own custom names that make plain and simple sense.
It’s important to be specific with your file names in addition to being simple. This will help you and others who may need to access your files know exactly what they’re looking for.
For example, if you have a folder called “Monthly Reports,” you would want to label the subfolders within it according to the month the report is for. That way, when someone goes into that folder, they’ll know which report to look for without having to search through every subfolder.
- File Regularly
One of the worst things you can do is let your folders become a dumping ground for all your documents. Not only will this make it difficult to find what you need, but it’s also going to be a nightmare trying to organize everything later on.
To avoid this, get in the habit of filing your documents as soon as you’re done with them. This might seem like a tedious task, but it’s going to save you a lot of time (and headaches) down the road.
While you file regularly, be sure to consider files that you no longer need. Removing any files that you won’t need can help you save space as well as save you time so that you don’t need to sort through them to find other documents.
- Use a Consistent Naming Convention
In addition to being specific with your file names and filing regularly, it’s also important to use a consistent naming convention. This means that you should use the same naming format for all of your files. This will make it much easier for you to keep track of everything and will make locating files a breeze.
If you’re working on multiple projects simultaneously, using a naming convention can be especially helpful. This way, you can easily tell which files belong to which project just by looking at the file name.
- File for Ease of Use
When you’re organizing your files, you want to make sure that they’re filed in a way that makes sense for you. This might mean creating folders based on the project, client, or due date. Whatever system you choose, just make sure that it makes it easy for you to find what you need when you need it.
If you have trouble remembering how you’ve filed things, consider creating a key or map of your filing system. This way, you can easily reference it when you need to locate a particular file.
Think about files that you will use often versus files you may not be looking at for some time. Organize them in a way that you’ll be able to access those needed files without having to go through too much trouble and wasting time.
- Use Quality File Binders
Last but not least, make sure you’re using quality file binders. This might seem like a minor detail, but it’s actually quite important. Cheap file binders are more likely to fall apart, which can result in lost or damaged documents. Not to mention then you’ll need to go through the time and effort to put it all back into a new binder.
Spending a little extra money on high-quality durable custom binder tabs is definitely worth it in the long run. Not only will they last longer, but they’ll also keep your documents safe and sound.
Keeping Your Files Organized
Files can quickly become unorganized and chaotic without the proper care. This can lead to lost time, frustration, and even damaged documents. However, by following a few simple document file tips, you can keep your files well-organized and easy to access.
We’ve outlined five of the best tips for keeping your files organized and in check, so be sure to read them carefully and put them into practice!
If you enjoyed this article and would like to find more resources and tips for staying organized and productive, be sure to browse through the rest of our articles in this category.