Super Simple Filing

Keep your filing system SUPER simple.

If your filing system is complicated, you'll never keep it up.

Simple works.

Here are a few of my favorite tips for keeping your filing system simple and elegant:


1. Use the same color hanging file folders

Unless you truly love the creativity of multiple colors in your filing cabinet, I recommend choosing one color for all of your hanging file folders (I prefer that basic dull, dark green color).

Why?

First of all, sticking with one color hanging file folders means that you're less likely to run out of the color you need (because you're only using one!)

Second, it never fails that the lovely lavender hanging file folders you bought in the spring have been discontinued, just when you needed to restock.

Third, using one color saves you time...no more trying to remember if blue folders were for bills or client files or tax stuff.


2. Order the files so they make sense to YOU

The definition of filing is to "arrange papers in convenient order for storage or reference."

In other words, set up your files so you can easily store and find what you need.

Label each file in a way that you will easily remember...the first word or phrase that comes to mind is typically the best. I label everything by topic: appliance manuals, auto insurance, Bank of America, Chase, health insurance, marketing, Quest, Verizon, and so on, and then simply put them all in alphabetical order (using straight-line filing, which is described below).


3. Create simple tabs

The simpler it is for you to make and update tabs when you need new ones, the more likely it is that you'll keep up with your filing.

If you love using a label maker to create tabs, make sure to have plenty of tape for your label maker and keep the instructions handy if you don't use it that often. That way, you will not get stopped by your tools. Label makers are great; they are inexpensive, work well, and create professional looking tabs.

After using a label maker for a number of years, I have returned to the low-tech method of handwriting my tabs. I don't create new files very often anymore, and I found that I had to relearn how to use the label maker each time, which often made me avoid doing it so my filing started to pile up. The manual approach works for me: I can read my own handwriting, it's quick and easy, and I don't have to spend more than 5 seconds creating a new tab.

4. Try straight-line filing

Most filing systems suggest creating your hanging file folders with the tabs in alternating tab positions (left, center, right).

But when you need to add a file in between 'Anderson' and 'Andover,' it messes up your tabs, right? Now you need to spend time redoing all of your tab positions.

So you might want to try straight-line filing and eliminate all of that extra work...plus, it actually looks a lot neater in the filing cabinet. And as far as I'm concerned, organizing is all about keeping things really simple and looking good.

To straight-line file, simply put all of your tabs in the same position on every hanging file folder (I use the left position for all of my tabs). No alternating tab positions...just choose a tab position and use it for all of them.

That's it. Simple, right?

Another alternative is to selectively use the tab position. For example, you might use the left tab position for your client files, the middle tab position for your marketing materials, and the right tab position for your bills, so you're still using straight-line filing within groupings.


5. Keep less stuff!

And then my favorite super simple filing tip of all, keep less paper!

The less you have to file, the easier your filing system will be.

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