As intimidating as paper seems, a few simple habits will help you keep it under control. I’ve written previously about how to handle incoming mail, so I’m going to focus here on handling papers you need to keep for reference. Many of my clients have a fear of filing: if they put a document in a file, they fear they’ll never find it again. But how findable are those same documents if they’re buried in piles and scattered throughout your home or office? Here are some things you can do to create a filing system you trust:
Choose vertical over horizontal. When papers are in a pile, only the item on top is visible, meaning you’ll have to spend time digging through the piles to find a specific item. Using a vertical system will allow you to find papers more quickly because you can see more than one item at a time. Desktop file holders, filing carts and crates, and step files all provide vertical filing while still keeping things in view rather than tucked away in a file drawer.
Use color to provide visual cues. Establish meaningful yet broad file categories and assign various colors to each category, using colored file folders to distinguish them. This will help you find papers quickly. For example, your financial information might be in green files, medical information in red files, and personal interest information in blue files. Not only will you learn to find things quickly by going to the proper color section of your filing system, but you’ll quickly see when something is filed out of place because the color will stand out. Here’s a picture of my own file cabinet – notice how the colored sections are easy to see.
Use other techniques to “see” your papers when they’re filed. If you still feel uneasy putting papers in file folders for fear of forgetting them, use clear hanging files, project files, or hanging plastic bags to file your papers. Create an index of your file folders so you can quickly scan the list to trigger your memory of what you’ve filed. You can also refer to the index before creating a new file to make sure papers don’t already have a home.
Create a work zone on your desk. Have you ever had papers disappear from your desk, only to be discovered later in a pile or file where they didn’t belong? Keeping an area of your desk clear for only the documents you’re currently working on will help prevent papers from disappearing into the wrong pile or file.
Let me know which of these techniques work for you, or if you’ve found other ways to turn your paper piles into smiles.
Best wishes,
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