File Folders/ Paper

How to Organize

Organizing office files can be a very difficult task, but it can ensure your office stays clean and well organized. It does not have to be a painful process, however, and some simple planning will go a long way in achieving your goal. To start, you need to set aside time to organize your files. Give yourself enough uninterrupted time to organize your files. This could be at the end of every week or month. Once you have a set time period, you are now ready to start dividing the papers. Do this by organizing the papers into small, manageable piles. Shred any papers or files that you no longer need to help increase space and reduce clutter. You may also want to have an archive section, for files that you need but do not need to access in the near future. If you have client files, file them in alphabetical order so they are easy to find when you need them. You should also clearly label the filing cabinet so you know which drawer contains which letters. If you have files for different parts of your business, you should separate them by category. For example, you may have contracts, maintenance, or bills, so creating subcategories can be extremely useful. Doing this every month means you will have to spend less time organizing the files. You can also start a program that makes sure each employee follows the sorting system you have in place. That way, it will be easy to find any folder you need at any given time.

Pros & Cons

Having a filing system can be extremely handy when it comes to running an office, especially an office that deals with a lot of different forms and files. If you have clients, for example, having files organized by last name makes it very easy to find a person. Organizing files by case can also be very convenient, especially if you work in a law firm. There can be some negatives to having a filing system, however, mainly if it isn’t organized properly. Disorganized files can actually be a hindrance to office efficiency, because it may take hours to sort through files to find a specific one. Thus, a filing system can be a big advantage, but it can also be a disadvantage if it is not organized properly.

Recycle

It’s no secret that offices produce a lot of waste, particularly when it comes to paper. Luckily, paper is one of the easiest things you can recycle. Recycling not only helps save the environment, it also helps keep your workplace clean and free of excess paper. For starters, you can turn excess newspaper or office paper into mulch by tearing it into strips and placing it around your plants. This can be done at your office, if you have a garden, or at home. Paper helps keep the soil moist and prevents weed growth. Eventually, the paper will decompose and provide nutrients for the soil. You can also use paper to protect against spills if you are painting or staining furniture. When you are printing a document, if possible, use both sides of the page. Most printers only print on one side. Simply use that same page to print on the reverse side, which will help save a significant amount of paper. You can also use old paper to act as stuffing for a package. If your company mails a lot of packages, particularly if they contain products, use excess paper to wrap these objects before placing them in a box.