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Five Common Filing System Mistakes

January 9, 2017 by Heather Filed Under: Digital Organizing, Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources, Uncategorized 1 Comment

The first response I usually have when someone asks “what do you organize” is “Paperwork”. After working my way through hundreds of hours of paperwork these are the five common filing mistakes that I notice again and again.

common filing mistakes

If your files are digital you can apply the same process to your digital systems. 

The first mistake I notice is  have NO system at all, bags and/or boxes are a jumbled mess. There can be many reasons for not having a system, including lack of “office” space or some kind of interruption in physical health or home (moving, remodeling etc). Some people don’t need a whole filing cabinet but even the paperwork minimalist’s should have a small fire safe box of essential documents at minimum.

The second mistake (this one doesn’t apply to digital files so you can skip it!) some make because they don’t like the look of filing cabinets or don’t think they can afford the space in their homes. There are a ton of attractive file drawers, some made to look like furniture and in complete disguise. If you don’t end up needing a whole file cabinet, just a drawer or a box may do just fine. I did a round up of stylish filing cabinets here if you’re looking for some ideas.

The third mistake I see are overly complicated systems. Most people don’t need more than 10-20 over-arching categories (finance, vehicles, investments, medical, insurance etc) with sub-categories under each. In this way, it’ becomes easy to go to the “financial” section and find the specific bank or investment you’re looking for. Create a quick list of the paperwork you tend to keep and group them by category for an idea of what your system may need to include. This works equally well for digital files and sub-files.

The example below is beautifully labeled but the “Alphabetical” system is so detailed without broad categories that it may be impossible for anyone but the person who created it to find anything. That’s something to keep in mind, be sure other people using the system will also be able to understand it. Too much detail or too complicated=total frustration & a failed system!

common filing mistakes

The less you have, the less you have to maintain and the easier it is to find what you need when you need it.

The fourth mistake (similar to third) is systems that are too vague and don’t capture categories clearly. A box labeled “files” or paperwork is one such example, when you open it, you can’t find anything because there is no order to what you’re keeping. I go into more detail here about creating filing categories.

The fifth and final mistake I’ll mention is that some people may never become “filers”. For such folks, using a binder or other creative filing system may be the key. common filing mistakes

Striking the right balance when creating a filing system can be the key to maintaining it. There are a lot of different filing systems out there including tickler systems, the Freedom filer and more but in my experience, it’s finding the most simple system for the paperwork you need to keep that will work best for you. One category that everyone should keep on hand are vital documents. Check out my post that break’s down the essentials everyone needs to keep on hand and safe.

 

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Workspace Hacks::How to Create Empowering Workspaces

October 3, 2016 by Heather Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources Leave a Comment

Can a TV Show help you be more productive? This episode of Crusher TV can!

Crusher TV::How to Create Empowering Workspaces

Alan invited me on Crusher TV back in September to share ideas on how to create empowering workspaces including evidence- based solutions and creative hacks. Because I was his guest, you get to view this episode for FREE below!

In this episode Alan shares 12 simple evidence -based solutions you can use to make adjustments  for a more productive and empowering workspace, including the following:

  • Eliminating Clutter
  • Choosing Colors
  • Activating Aromas
  • Controlling your Temperature

Download the full checklist when you subscribe to Crusher TV. Even if you only adjusted a couple of the items above, you would see benefits every single workday.

crushertvcapture

Along with these great solutions, I share how “image based” organizing can be a dangerous pitfall. Much like body image, when we think we should try to make something look a certain way we can set ourselves up for failure, disappointment, and feelings of shame. It’s not always about how a space looks, it’s about how it functions for you! But you don’t have to sacrifice form for function, you can learn to create both. Watch the full episode to see what action steps you can take to Crush It! At Work!

If you like what you learned in this episode, go check out more great ways to Crush It! at www.CrusherTV.com.

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No Filing Cabinet? Enter—> The stylish, functional file cabinet

July 5, 2016 by Heather Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 3 Comments

There is a trend lately to have no filing cabinet and sometimes even no desk space!

Time after time I go to a client assessment or am talking with someone about paperwork and they say they don’t have a system for storing papers. I get that lifestyles have changed. Most people work on their laptops on the sofa or at a table. Lots of us are trying to go paperless, but realistically we will probably always have certain papers to keep.

Yes, there is such thing as a stylish and funcitonal filing cabinet!

One very common complaint I hear is that “file cabinets are ugly.” “If I could just find one that looks like a piece of furniture”…well folks I’m here to help!  Here is a beautiful round up of a variety of stylish and functional file cabinet.  Not baskets, boxes, binders or bins…we’ll get to those another day because if there is more than one of you with papers in your household, most likely you need a filing cabinet!

Luckily some great companies are bringing stylish filing systems in as furniture so you don’t have to forgo the style for the function! Some, like the cabinet below by Iannone Design is truly a work of art!

filing cabinet

Horchow collection has some beauties. I love these two mirror file boxes. They’re not filing cabinets but would work for a specific category or one person with minimal papers.

filing cabinets

filing cabinets

Wayfair has a lot of options from this more rustic wood, one drawer cabinet filing cabinet to more utilitarian ones.

File Cabinet-Wayfair

The Container Store has clean contemporary cabinets in fun colors!

File cabinets

Poppin Filing Cabinet

Ikea has basic affordable two drawer cabinets.

There are tons of great DIY options for painting and making over your cabinet with fun colors, chalk board paint (image below from hometalk.com), decorative papers and more! filing cabinetLoads of popular furniture and home brands have great options as well like the white credenza-style cabinet by Crate and Barrel below.

credenza filing cabinet

With all these stylish and functional options there’s no reason to be keeping your paper in piles or bags anymore! I’ve shared lots of great tips for filing systems on the blog, (search filing, or paper organizing). I hope this stylish filing cabinet roundup inspires you to get your paperwork in order. For more inspiration check out my Pinterest Office Board or my Houzz Stylish Filing Cabinets Idea book.

 

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Sunday Savings::7 Ways Organizing Saves

March 10, 2013 by Heather Filed Under: Organize, Organizing Projects, Paper management, Systems & Techniques, Tips & Resources

I’m shifting gears this week to share 7 Ways Organizing Saves you big $$!

I’ve often had clients comment to me that they are ashamed of spending so much money to hire an organizer and they wonder if something is wrong with them.  No way!  Anyone who cares enough to invest their time and money will potentially be saving hundreds if not thousands of dollars.  Really…I’ll share some statistics and examples.

Capture

Source: moneysmartfamily.com via HKpowerStudio on Pinterest

 

7 Ways you can Save by getting more organized:

  • Money-both cash and checks.  I have found either cash or checks with almost all of my clients when we dig in and start sorting.  Sometimes it’s just a few dollars and sometimes I’ve found hundreds!  I know other organizers who have found thousands if not HUNDREDS of thousands with clients!
  • Space-by clearing out old clutter and not PAYING to store it in storage bins or rooms in your house!  EX…do you store your junk in your garage and your second most valuable asset-your car-out in the elements?  If you have storage bin or room in your house you are throwing hundreds out the window every month.  According to the storage industry 10% of Americana households have storage!!  Why would you pay to store stuff you don’t need or use?  Short term storage can have a purpose if you are moving but otherwise it’s probably a waste.
  • Calories!  Yes by saving time and being more productive you can prepare healthier meals for yourself and family.  Not to mention the act of organizing can be quite physical and you will burn calories while your at it.
  • Relationships…many relationships are put under tremendous stress when one partner is utterly unorganized.  The conflicts that can arise from one partners responsibilities not being met again and again can lead to devastating consequences!
  • Taxes-found receipts, deductibles and preventing expensive audits or late fees.
  • Time-when you know where to find what you need you will save time on a daily basis. [time=productivity=money]
  • Fees-you can eliminate late fees on bills and credit cards if you have an organized system for bill paying in place.

Rather than asking yourself if you can afford to hire an organizer or spend the time working through it on your own shouldn’t you ask yourself how you can afford NOT to be organized?

What value do you think being organized has in your life?

Where can you find ways to save?

 

GO Monday::You & Your Desk Assignment

January 14, 2013 by Heather Filed Under: Organize, Organizing Projects, Paper management, Productivity, Systems & Techniques, Tips & Resources

Since it’s GO Month, I’m doing my best to bring you GO-Monday organizing tips.  Today, here’s your Desk assignment if you choose to tackle it!

Spend the last hour of your day at work keeping your desk organized for a more productive week, month & year!
Desk Assignment

But Really!  If you will just spend 30-60 min’s today and clean up your desk, I PROMISE it will make you feel so much better, more productive, more effective and less stressed when you sit down to do anything.

Here’s a quick breakdown with a few tips to keep in mind as you are tackling this little (or maybe not so little?) task:

  • If you already have a good filing system in place–sort items & file or toss/shred the rest…IF NOT…
  • Decide if you are A). a filer or B). a piler (using this quiz). If you are a ‘filer’ proceed to the next step using a vertical file sorter, If you are a ‘piler’ then proceed but modify this system using a horizontal filing “baskets”
  • Create a “Tickler or Action file system” for the items that need to remain nearby.  There are several types like 43 Folders or a more Action based system.  Then sort items & file or toss/shred the rest
  • Clear the supplies off, put them in drawers or bins/boxes/baskets-Labeled as needed.  Keep only what you actually use regularly on the desk (like 1 pen or pencil and one notepad and the electronic “paraphernalia”)
  • Utilize vertical space, hang a cork, whiteboard, calendar, action file sorter (this is not where things should live permanently!) or anything else that you can remove from your desk to better use vertical space.
  • Remove anything unrelated to work or home office (toys, mail that hasn’t been sorted, tools, knicknacks etc)
  • Optimize your workspace ergonomics; check the height of your chair, monitor, and desk.  Add good lighting and consider using or adjusting arm rests, using a riser for your monitor, a wedge for your wrists etc.
  • Include something beautiful (not a bunch of things!), one or two beautiful objects like a plant, a crystal, a photo, candle etc that give you a place for you to rest your eyes (when you are taking those recommended 3-min breaks from your monitor).

IF this doesn’t seem like a task you can tackle in 30-60 min’s and you can’t do it all at once then tackle the tasks above that seem easy and check them off the list.  When it comes to the BIG piles, can you do a quick sort and keep only the things you really need on/near your desk in a desktop sorter of some type?  The rest can go into a box for you to label “SORT” and work on a little at at time (30 min’s a day) for the rest of the week or until it’s done.

Coming to work tomorrow will be that much more joyful with a neat an tidy desk!

Brought to you by National Clean off your desk day!  Who thinks of these things?  Hallmark?  Is there a card for it?

Now, I’m off to take my own medicine!  Happy Clean Desk Day!

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