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Organization: Basics

Let's begin with a working definition: Being organized is being able to find what you are looking for in a timely manner without undue difficulty in surroundings that are comfortable for you. Being organized does not necessarily mean a totally clear desktop or everything stored in bins, draws or files.

Here are traps to avoid

Over Organizing: A totally clean desk may be what you need, but then again it may not, particularly if you are an "out of sight, out of mind person." Depending on how you process and retain information, you may do better with folders stacked on your desk or inserted into a vertical file rack rather than filed away in a drawer. If that is the case, the most important decisions about your organization may be the categories you use and how you label them, rather than where and how you store things.

Too Many Categories: Contrary to what you might assume, too many categories can make it more difficult to finding things. Basically, the simplest system that you can function with is the easiest one in which to find things. A good indication you need to reduce the number of your categories would be 50 files with ten or fewer items in each one. For example,you may have thought you need a separate folder labelled by subject for saved newspaper articles. In reality, unless you have hundreds of articles or refer to them quite frequenly a folder labelled "newspaper articles" will serve you better. The more files you have, the more you have to search for misfiled or lost items. An exception to this would be a system that you know will grow considerably. In that case, you will probably have at least some folders with just a few items in them.

Too Few Categories: Fat, messy files make it difficult to find things, are tedious to go through and may indicate you need to add more categories. When confronted with a fat file, it is all too human to speed through it and consequently miss the desired item even though it is actually in the folder. If your files are fat and messy, purge them first before deciding you need more categories. If purging does not whittle them down enough, then add the categories suited to your needs.

Deciding Which System To Use

So how do you decide how to proceed? Think back over the filing and retrieving you have done for the last month. Once something actually gets filed, how likely is it that you will retrieve it? If you rarely need to retrieve items once they are filed and you don't have a large volume of papers to file, a month-based system may be the most effective one for you. If you frequently need to retrieve a large number of items, a subject-based category system may be best for you.

Month-based System: (Low volume, infrequent retrieval)

All paperwork gets filed in an accordion file or folders labeled with the twelve months. Items are filed under the current month when you are filing them. How easy it that! One place to put all of your filing all month long. When you do need to retrieve an item, even if you can't remember exactly where it is, you probably remember at least the season of the year when you filed it. (Was there snow on the ground, was it hot outside, etc.) If it was hot outside you check July, June, August, etc. In most cases you will look in no more than three months before you find what you need. Even if you have not a clue as to when you filed it, there are at most twelve places to look before you find it.

Subject-based System: (High volume, frequent retrieval)

Successfully implementing a more complex subject-based system takes a lot of focus and discipline and some homework before you start. (See our article Get Organized) It is a good idea to enlist help with this process as most of us will benefit from a second brain, pair of eyes and set of hands. Once you have decided the categories you will be using, remove existing files (or at least a file drawer full at a time) and spread them out on a flat surface. Then regroup and re-label according to your revised categories. Label the files with stickies as you sort and re-categorize them since you will probably make at least a few changes. Once you have everything as you want it, make and attach the permanent labels and tabs.

Finding What You Filed

Coordinated labels: If you use manila folders inside hanging folders, make sure the manila and hanging folders have matching or coordinating labels. For example, the coordinating hanging folder for an Acme Bank Checking Account manila folder should be labeled Acme Bank Checking Account or Bank Records or Acme Bank or Checking Accounts. The exact label will depend on whether you have more than one manila folder in the hanging folder, whether you have accounts at more than one bank or more than one kind of account at the same bank. Some systems have letter/number designators as well as subject headings, which improves filing accuracy and speeds refilling.

Color Coding: Another way to add accuracy and speed to your system is to group your categories into three or four broad, general areas and assign a color to each area. (blue labels for personal categories, green labels for financial categories, etc.) Color-code labels and tabs based on the area in which the file belongs and misfiles will be readily apparent.

Index: An index, whether as a digital file or in hardcopy, is another real lifesaver. If you can't remember where you put something, just check the index. Filing system indexes that include coordinating numbers as well as category names are very helpful for accurate and speedy refilling of paper files.

Want Help With Your Organizing?

For more information about our services in Pennsylvania or New Jersey contact Elyse Coleman at 215-539-2720 or at Questions@LifeTimeCEO.com

Information is available on organizers and concierge service providers in other areas of the country at http://www.NAPO.net and http://www.ICEAweb.org.

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