6 Ways to Better Organize Your Office Files
“From chaos, comes order,” says German philologist Friedrich Nietzsche. The same principle should be applied when it comes to organizing important documents. If it’s disorganized, you may lose any necessary paperwork.
When you lose such documents, you may lose your job too. There are plenty of ways to keep your files in order. You may put them in binders, arrange them in folders, or maybe keep an online database so you could track and access them easily. With this in mind, it could be time that you get yourself an important document organizer.
Organizing and keeping tabs on files can be tedious, especially if you have no proper system for them. But don’t let that tick you off. Here are six ways to better organize your files!
1. Utilize Labeled Binders
Nothing is more annoying than paperwork strewn across the table. You have to double-check and reorganize everything all over again. One of the best ways to keep your documents in order is by putting them inside labeled binders.
The three-ring binder is used to organize papers. It’s big and can be easily filled with more pages when necessary. You can color-code and label your binders too. It’s better than using several folders and keeping them in boxes.
The best thing about binders is you can label the front, the back, and the spine. That way, you will not confuse it with the others. These are also handy when you need to check what you need. The only downside is that it can get heavy with papers. Otherwise, it’s the perfect way to keep the documents organized.
2. Use To-Do and Done Boxes
Whether daily, monthly, or annually, tasks and paperwork assigned to you can get confusing. You can always list down your deadlines, yet your workspace can still look like you are swamped with paperwork.
No need to worry about buying an organizer for that. Instead, try making To-Do and Done Boxes by recycling old boxes or trays (just make sure you label those too)! You can also put one atop the other, depending on what you are more comfortable with.
It’s always satisfying to see the Done Box piling high when the workday is over. Be a little optimistic, as that would mean you have fewer tasks to do the next day!
3. Assign Color-Coded Tags
It’s hard to distinguish files when your table is piled with documents. That is why it would be best to put tags on the side to know which ones should be separated! Tags are usually stickers, usually with a quarter left to put a label on.
Color-coded tags are similar, except some look like they are made with the same material as a clear folder. Just attaching these tags and assigning a color to them would make your work life easier. Others put the deadline on the tags, while some write down who assigned them.
Whichever way you use these tags, there is no denying how useful they are. When a supervisor asks for a specific paper, just dish out the tag and hand the document to them. It will be quicker and more efficient that way!
4. Get an Easy-to-Reach Stationery Tray
If losing pens and running out of paper clips are recurring issues to you, the solution is a stationery tray. You can put all your supplies in one tray and never worry about losing them again.
Most stationery trays you get can be made from hard plastic, and are divided into boxes. These trays are for pens, clips, pins, and tape. It doesn’t matter whether you make your own or use what’s included in stainless office drawers. What’s important is that you can easily reach for them whenever you need to!
The stationery should be your go-to stash for office supplies. You can always refill it if necessary. This way, you won’t need to ask your colleague if they have extra supplies!
5. Start Scanning and Digitizing Files
Work-from-home setups have reduced the need for people to reach for documents under their desks. Especially nowadays when files are not as accessible as they were back in the office. Scanning and digitizing files just might be the answer.
Before the pandemic, companies have discovered the importance of digitizing files. After all, emails and most presentations are all done on the computer. You can start by scanning the existing files one by one. It can be tiring but it is also rewarding in the long run. You would be saving yourself and the company time this way. It’s also more efficient and accessible. With just a click, you can send all the important documents that your supervisor needs and more!
6. Purchase Password-Protected Hard Drive
The next, and probably the most obvious, step after digitizing files is to make sure they are well-protected. You wouldn’t want anyone snooping in on private company documents. It’s your job to make sure your drawers are locked and the documents on your laptop are saved.
Most IT staff would recommend a password-protected hard drive. Though some companies prefer using the cloud, it is much easier to hack. You cannot even be so sure whether or not the link has been sent to the right people.
The password-protected hard drive will ensure that the files are safe, whether departmentally or company-wide. Only a few trusted people should be allowed access to the hard drive.
Organizing files can be daunting and intimidating. It may even seem like a neverending pile of paperwork that urgently needs tidying up!. But you don’t have to worry, especially when your files are in order and your documents are labeled. When everything is in the right place, you can be more efficient with your work. Check out more items that you will need on your office desk at Storables.com!