Archive for March, 2009
How Creating and Alphabetical Filing System Increased My Productivity
Posted by admin | Filed under Alphabetical Filing Success Stories
I once had a filing system based solely on categories. Although this made sense to me (grouping like items together is a cardinal rule of organization), I became frustrated at the time it took me to locate items. I’m a believer in all things quick, efficient and effective and that extra time became a thorn in my side.
It occurred to me that since I used an alphabetical filing system for other types of information, that it could probably streamline my filing and make it easier to find information. As I prepared my labels and began removing information from my old system, I realized that I needed additional files…and once my new system was in place, it took a lot less time to figure out where to place new projects and research. I am constantly researching various subjects and instead of stuffing yet another file behind “Research,” I placed it in its proper place within the alphabetical filing system.
Why I hadn’t realized the simplicity of this system sooner is beyond me. I’m just happy that I sat still and quiet long enough to realize it and took the time to make new labels and files. It was well worth every minute.
I know…you may be thinking, “I don’t have time to set up a new filing system!”
Well, let me say once again…it’s well worth the initial time investment and you will inevitably find that you’ll save time in the long run. You’ll be able to nip the stacking habit in the bud because filing will be so quick and easy.
You’ll be able to quickly put your finger on what you need, when you need it. That alone will relax you and excite you if it’s a new experience.
The alphabetical filing system is one step of the journey to getting organized. It won’t solve all of your problems and organizational challenges. However, if you can find what you need…when you need it…you’ll feel more in control and empowered to make other changes that will improve your efficiency and effectiveness at work and at home.
Variations on the Alphabetical Filing System
Posted by admin | Filed under Alphabetical Filing Tips
There may be instances when a strict alphabetical system makes it more difficult for you to locate files. In these cases, you may want to adjust the system to meet your needs.
Grouping Like Files Together
In my home filing system, I have a drawer designated for bills, company correspondence, retirement accounts and insurance. Behind each of these major categories are related files ordered alphabetically.
To mix these in the strict alphabetical files would be counterproductive and increase the time it takes for me to retrieve them. A great rule to follow is if it takes you longer than 30 seconds to file a piece of paper or retrieve a piece of paper from your filing system, you should adjust your system.
A Multi-tiered Approach
There may be times when you need to make decisions based on your available filing cabinet space. When assessing my space in relationship to my business files, I knew that I only had three drawers left and not enough files or space to dedicate to my business files. I decided to take a tiered approach and stagger my files.
My business name is Door 41 Solutions.
So, as described in the instructions for setting up the alphabetical filing system, I had
- Label “D” in the far left slot
- Label “Door 41 Solutions” in the next set of slots
I then used the next set of slots to align labels for the sub-files for my business:
- Active Clients
- Prospects
- Business Ideas
This way, I can visually see the relationship of these files to the main category “Door 41 Solutions” within the alphabetical filing system. So far, it’s working wonderfully!