Archive for February, 2009
Why Alphabetical Filing Works
Posted by admin | Filed under Alphabetical Filing Theory
Think about it…one of the first lessons we learned as children was how to say our ABC’s.
As we grew older, if we had to organize something, the first thing we thought of was to put it in alphabetical older.
Look at a few of the examples in our everyday world that use alphabetical filing:
- Phone numbers in our address book and phone
- The yellow pages
- The default order of files on our computer
- The order of vitamins in stores
- The order of CDs and videos in stores
- Books in a bookstore – in alphabetical order by author
These examples are all around us and it makes sense to build on what we already do and know and what works.
Try out the system and I’m srue you’ll be successful in your goal to get organized!
Maintaining Your Alphabetical Filing System
Posted by admin | Filed under Alphabetical Filing Tips
Once you have your alphabetical filing system set up, they key is to maintain it. Here are some tips to keep your system in tip top shape and the good thing is that you never have to worry about your base (ABC) system changing.
Maintaining Your Alphabetical Paper Filing System
- As soon as you realize you have a new project, client or research subject, put the paper in a manila folder and label it. If you don’t get around to making the label for the hanging file folder, you’ll still have an organized system.
- Don’t use your physical folders as reminders of what projects you are working on or have pending. Make a list and keep it on your desk. A list causes a lot less anxiety than a pile of folders…believe me.
- At the end of each day, put all of your folders back in their home (the hanging file folder).
- Once a week, take a moment to create any hanging file folders that you need and place your manila folders in their new home.
Maintaining Your Electronic Alphabetical Filing System
- Avoid the urge to save files on your desktop and get into the habit of saving the files in the correct folder. This may take a few months because you’ve probably been in the habit of saving everything to the desktop so you can find it quickly. Unfortunately, I guarantee that this strategy backfired.
- If you do slip and save a few files on your desktop, make a folder on your desktop named “File” and move everything in there. That way you can open your “My Documents” folder and the “File” folder and move things quickly to their proper home.
- Create new folders as you need to. You can do this as you save a file so you don’t have to take an extra time.
Following these tips should help quite a bit in maintaining your alphabetical filing system for your paper and your electronic files.
Creating an Alphabetical Filing System That Keeps You Sane
Posted by admin | Filed under Alphabetical Filing Tips
Using an alphabetical filling system is the best way to stay organized and find important documents–electronic or paper.
An effective organizational system has one primary focus: Fast Retrieval! That is the only reason why you need to spend time getting organized. If you can find everything you need when you need it, then read no further.
If you often have to use the search feature in Windows or go through stacks of paper, this website is for you. Keep reading…
This website will help you implement a simple and manageable alphabetical filing system that you help you put your finger on what you need, when you need it.
Using an Alphabetical Filing System to Organize Your Computer Files
When you think about setting up a filing sytem, don’t overlook your computer files. If your desktop looks like this, I can help you.
If you don’t create folders for your files, this system will amaze you.
Depending on where you’re starting, you may be able to omit the first step.
1. If you have a cluttered desktop, first make a folder on your desktop named “file” and move all of the files into this folder. Then, move that folder into your “My Documents” folder.
2. In your “My Documents” folder, create a folder for each letter of the alphabet. It should look something like this.
3. Take a look at all of your files and think about what categories you can use to group them. Think broad at this stage. Here’s an example of what this might look like:
Create folders for each category and place them into the corresponding alphabetical file folder you created earlier.
4. Begin going through all of the files in your “My Documents” folder and moving them into the appropriate folder. This may take some time so you might want to do a little at a time or a little each day.
Keep in mind that as you use files and create new files, the category that you originally created may need to change. That is okay. The most important thing is to use names and labels that you use to describe the groups and categories every day.
You can always rename a folder and move it.
Organizing isn’t a one time shot. It’s rarely something you do once and never have to touch it again. It’s something that evolves over time and changes to suit your needs.
So don’t put pressure on yourself to create a perfect alphabetical filing system. Just by establishing the system, you’ll feel better and be ablet o find what you’re looking for quickly.
Creating an Alphabetical Filing System for Your Paper
Stacks of paper can be unnerving and make you feel scattered, unfocused and overwhelmed. Using an alphabetical filing system can create orderi n your office that will make you more productive…immediately!
The steps to setting up this system are similar to the steps to organize your computer.
But before I get into the steps, make sure you have the right tools.
For any paper filing system, you need hanging file folders. I prefer to use the ugly green ones to keep it simple. No color coding for me.
You also need to make sure you have the clear plastic tabs to hold the labels.
Finally, you need manilla folders.
Sorting – The Most Important Step
Before we set up the physical system, you must first sort your paper. You may need to clear an area on a large desk, or even the floor.
1. Put all of the paper into one pile
2. Get a few sheets of paper and a marker so that you can make pile labels for your groups as you create them.
3. Go through the pile and put like papers together. For example, all papers related to a specific project should be in one pile. Write “The Project Name” on your blank sheet of paper from step #2 and place it on top of the pile. It might look something like this:
4. Once you’ve sorted all of your paper, you have a good idea of what categories your paper falls into.
5. Put each set of papers in a manila folder and label it.
Now you can set up your alphabetical filing system.
5. Make hanging file folder labels (you can also purchase these) for all letters of the alphabet. Place the labels in the tabs and attach them to the hanging file folder in the far left slot.
6. Put each manila folder in a hanging file folder and create a label for it. Place that label in next set of slots.
Your final product will look something like this:
