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How to set up an effective filing system




You know you have it. You know you put it somewhere safe.... but you cannot find it. You waste so much of your valuable time each day trying to find things. However, it does not need to be that way.


Here are some tips for setting up an effective filing system that really does work, allowing you to lay hands on the things you need, quickly and without fuss.

Determine your categories

Decide on the categories that make the most sense for your business or personal needs. This could be based on projects, clients, types of documents, or any other system that makes sense for your needs.


Choose your filing system

Decide on the type of filing system that works best for you and your business. This could be physical filing cabinets, digital folders, or a combination of both.


Establish naming conventions

Use a consistent naming convention for your files and folders, so that you can easily find what you are looking for. Include dates or version numbers if you need to track progress on a document or project. This allows you to be certain you are looking at the latest version.


Archive things as soon as they are no longer needed

Having a dedicated area in which to archive documents that have become outdated but still require retention is a key step in the process. Of course, if you know you will never need the item again, deletion is always the best choice. If you aren't sure, then an archive file will keep things out of your way on a day to day basis.

Create a hierarchy

Establish a hierarchy for your files and folders, so that you can easily navigate through the system. This could be based on main categories, sub-categories, and individual files. For example:

Client A

Correspondence

2024

2025

Projects

Project A

Project B

Webinars

Mental Health

Stress

Depression

Workplace Wellbeing

Use color-coding

Consider using color-coding to help visually differentiate between different categories or types of files. In Sharepoint, for example, you can alter the colour of the folders on the screen and with a physical filing system you can use different coloured folders or files for different clients, or types of work.


Label clearly

Ensure that your files are labeled clearly and legibly, and that the file name follows the convention you have set, for example: Year month project subject


Regular maintenance

Regularly maintain your filing system by reviewing and organizing your files and folders, and archiving or purging files that are no longer needed makes a massive difference and allows you to find things much more quickly.


If you are still struggling to see the wood for the trees in your filing systems, get in touch.

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