Might you need some assistance with organizing a cabinet in your office or at home? Is there a struggle with trying to organize all your documents in place?
The process of organizing your filing cabinet might seem like the easiest project to take on – until you discover there are plenty of more things to keep in mind when arranging all the stationery and other office items in there. The main aim of the organization process is to have a frame of reference for the future, just as you would arranging your luggage for a trip.
This process demands great attention and care, and we hope that the tips we will outline will help you with the process.
Set a filing system
Before setting out to arrange the various items, you need to know the filing system you are using, because it will be the method you will use to store all documents and files in future. Think of it as similar to starting to figure out the framework of a new building before construction begins – you want to set the framework for your organizing process before you begin to add the documents and files.
Feel free to customize the system as much as you want, but it should always be reliable and stick through the time you use the filing cabinet. You should make the result easy for you or someone else to follow in the future, and you can do this through asking some important questions:
- How will I use the cabinet?
- Are there additional people who will use it?
- Where will I store the cabinet?
- What kind of files am I storing in the cabinet?
- Will I need a complex or simple system to organize the files?
Make the file list
After choosing your system, you should then create a list of files that you are storing in the cabinet. For the first list, perfection is not paramount, although you will refine the list as more items become eligible for storage, or you choose to remove others.
Make sure the file names and concise and clear
The third step in the organization process is creating clear names of files, which should always describe the file contents without forcing you to open the file and look in the contents.
When in doubt, do not go for a cheeky name – keep things simple enough for anyone else to understand. As you develop the file naming system, you will want to avoid creating duplicate names, because they will lead to a lot of trouble when sorting out the file system. A duplicate file always doubles the work you are doing in keeping things in order, because you are constantly looking for missing files or misplaced file components.
Buy components of the filing cabinet
This stage will include identification or purchase of the filing cabinet you plan to use, and then assembling all your most valuable stationery from crownofficesupplies, as well as file folders, hanging folder tabs, and hanging folders. If you want to make some labels, a label marker can be handy, although it is not as necessary as you might think. Before purchasing these items though, make sure to check if they are already there.
The good news about office supplies and furniture today is the variety available – they do not need to be boring or dull. From the most colorful filing cabinet to manila folders in interesting colors and designs, you can find something that suits your taste and make your organization system interesting.
Make some hanging files and file folders
You will need to prepare the hanging files and file folders, and label them while keeping the filing system you are using in mind. Ensure you take your time when preparing this folders, and do not make duplicates or mislabel them.
Prepare the filing cabinet
In this stage, you remove the filing cabinet components and arrange them again if they are there, or begin to arrange the pre-labeled files and folders in the cabinet if it is brand new.
As you do this, place all the documents and papers in their appropriate folders, and arrange them as you go. Make sure to adhere to the system that you have set.
Final thoughts
If you need help in organizing your office cabinet, these tips will hopefully help you and increase your productivity in the long term.
