Hot, Hot, Hot - Keep Those Files Close

Do you have hot files in your office?

Hot files are the ones that either you are working on everyday because of their importance or contain the key To Do items because of their relevance.

Often when a hot file system has not been set up, people tend to keep the key files out on their desk. Eventually a whole bunch of files are on their desk and a few get moved to the credenza. Then there are a whole bunch on the credenza and a few get moved to the floor... you get the picture. You may be looking at that phenomena in your own office or that of your key director/manager. Try this strategy:

• Pick a separate colour file folder for your hot files. Pick a hot one that will grab your attention.


• Clear out of the things in/on and around your desk the key projects on which you are focussing.


• Find either a desk top file vertical file holder or pick one of the side drawers of your desk and empty it out.


• Put the files in the coloured folders and label them accordingly then file them in the spot you have chosen.


• This is the new home of your hot files and you will find them there, in prime real estate, each time you need them.
  

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.