Go Vertical - Save on Bandages and Headaches

If you are struggling with paper on your desk - or anywhere in your office - the biggest contributing factor may be that you are still storing your active work files horizontally rather than vertically.

Paper likes to be stored horizontally, it won't argue with you. But you will end up with a lot of paper cuts, headaches and lost documents if you are housing files on your desk and credenza in piles. Everytime you go looking for something you have to sort through the whole pile because a document that is horizontal with something on top of it can not be identified. A file folder that is stacked horizontally in the middle of other folders is very hard to identify.

Instead, identify half a dozen files that represent the bulk of your day to day work. Organize the files vertically in a desk top file holder with the labels clearly identified. Using a file label on the file tab makes the label easier to read and easier to reuse. You might try using a specific coloured file folder for these half dozen or so files so that they can always be easily identified when lying around your office.

Sitting in their file holder either on your desk or credenza will make them easy to see, easy to access and reduce the need for sorting through lots of paper - paper cuts and bandages.

Colour Your World

Colour can be a quick and easy way to help with your paper issues. Many clients complain to me that they can get paper into files initially but when they start using the files (projects, meeting agendas etc) the files pile up and the paper starts getting lost. Eventually their desk or credenza becomes a messy pile of files and paper and those familiar feelings of overwhelm and frustration creep in.

Despite our best attempts at limiting the number of documents that are printed, it seems that paper is here to stay - at least for the meantime. Try using coloured files to help with high level decision making, storage and retrieval of paper. For example, if you run a home based business, consider using one colour for personal files and another for business. In a corporate environement, consider one colour for project files and another for operational day to day activities. If your company uses manila folders for environmental reasons, use coloured file labels to help with storage and retrieval.

It is helpful to limit the number of colours and use colour for high level sorting. Too many colour choices can increase organizing challenges especially for individuals who are easily distracted or have difficulty focussing.

Eliminating E-file/Paper File Confusion

I am often told by clients that they can manage to keep one but not both of their information filing systems up to date. Either the paper files are comprehensive and up to date or the e-files are organized and up to date. Often clients find they can't keep them both organized.

A good rule of thumb is to try and mirror your e-file structure to your paper file structure. Give your brain a break and make the sorting process as easy as possible for both electronic and paper files by using just one structure.

Then remember to schedule a regular if not frequent purge.