Time Management Tips - How to Have a Filing System That Works

Recently I was working with a new client who had invested hundreds of dollars for a records management organisation to set up a filing system for his business.

The system looked impressive. The only problem was it didn't work! It had been set up in a very complicated manner. The headings were so detailed that a master sheet with a myriad of categories had to be referred to before information could be filed or retrieved.

The system was far too complex for their specific needs.

Have you ever had that experience where a filing system had been set up for you and/or your department/business and you couldn't find or file paperwork easily? How much time have you wasted looking for information? Time management is about managing your time. Spending precious time looking for paperwork is a great way to use up even more of your time.

Did you know that The Wall Street Journal once reported in a survey they had done that the average white collar worker spends 6 weeks a year looking for paperwork? If you're serious about your time management, then having a filing system where you can easily file and find your work is very important.

How Do You Know You Need a New Filing System?

When it takes you longer than a couple of minutes to find something.

When you run out of floor space because there are too many piles of paperwork on the floor.

When colleagues or clients ask you for information and you frequently say, " Can I get back to you later because I'll have to find it!"

When you catch yourself saying several times a day "I know it's here. somewhere".

When the piles of paper on your desk are taller than you are.

Filing Basics

Clean out all old or irrelevant information.

Write down what types of information you need to keep.

Categories which may emerge include:

• Advertising

• Bank

• Budget

• Clients

  Equipment

• Insurance

• Resources

• Staff

• Suppliers

• Tr aining

If required, sub-categories can be made:

• Advertising

  • Radio

  • TV

• Bank

  • Commonwealth

  • Westpac

• Budget

  • 2001/2002

  • 2002/2003

• Clients

  • A separate file for each client

• Equipment

  • Computers

  • Faxes

• Insurance

  • Building/Contents

  • Vehicles

• Re sources

  • Newsletters

  • Trade Journals

• Staff

  • A separate file for each person

  • Resumes

• Suppliers

  • A separate file for each supplier

• Training

  • General

  • Files for specific areas ie. Time Management, Work/Life Balance

Depending on your situation a whole drawer/s of a filing cabinet may be required to house some of these categories ie. Clients, Suppliers, Staff.

The Final Word

When you can file your paperwork quickly and retrieve it easily, you know you've got a system that works well for you.

As part of your time management, being confident in having systems that are effective and take little time to use, will make your life so much easier.

It's always the little things that make such a huge difference.

More details regarding the setting up of a successful filing system are available in my manual "How to Gain An Extra Hour in Your Day" and Get Organised-Get a LIFE! Book. (See http://www.office-organiser.com.au)

About The Author

Lorraine Pirihi is Australia's Personal Productivity Specialist and Leading Life Coach. Her business The Office Organiser specialises in showing small business owners and managers, how to get organised at work so they can have a life! Lorraine is also a dynamic speaker and has produced many products including "How to Survive and Thrive at Work!"

To subscribe to her free ezine visit http://www.office-organiser.com.au

This article may be reproduced providing it is published in it's entirety, including the author's bio and all links. For further information please contact Lorraine Pirihi: lorraine@office-organiser.com.au

---

Your Most Important Appointment

An appointment is simply a mutual agreement to meet with... Read More

Schedule Time for Interruption

One of the most challenging situations people face when planning... Read More

The Rule of Three

It's amazing how many sayings there are in our culture... Read More

Peace Of Mind At The Workplace

Work brings together people of different characters and behavior, and... Read More

Desktop Management Boosts Productivity

Many of us spend long hours at our desk. To... Read More

Time Is Everything

Time is wealth;Time is health; Time is power; Time is... Read More

The Laundry Has Never Been More Fun Or The Pitfalls To Working At Home

As a home-based, self-employed woman, mundane tasks can be as... Read More

Pacing Yourself Through Change

OK...let's assume that you're truly motivated to change. Great. But... Read More

Having Time on Your Side

Clarity brings accomplishmentOne of the most important things you can... Read More

The Ultimate Virtual Reality

I used to think video game addictions were a joke... Read More

Effective Time Management Techniques

TIME MANAGEMENTWith the creation of the universe, God gave humankind... Read More

Reading -- 10 Ways to Find The Time

Why Read?It's been said that there are three kinds of... Read More

How Are You Viewing Your Time?

In working with and coaching people across the country, one... Read More

Linking Purpose To Everyday Behaviors

How do you know what's the best use of your... Read More

The 3 Biggest Priority Busters

As a professional organizer, consultant and trainer, I have come... Read More

How to Put Housework on Autopilot!

My husband and I recently returned from a trip to... Read More

Top 10 Ways to Manage Yourself - Time Wise

"Time management" is a myth. Time ticks by, whether you... Read More

Time is on Your Side ? Manage it Wisely

How do you manage your time? Or is the more... Read More

What is ?Life Balance? and How Can You Attain It?

We all face decisions that involve doing things that affect... Read More

5 Result-Getting Time Management Tips

How often have you tried to manage your time in... Read More

More Time Wanted? Deal with Your Time-wasters Now!

Ever feel that you spend too much time shoring up... Read More

Work at Home Moms: Time Management Tips

"How do you DO it?!" If I had a dime... Read More

Making Headway on a Slow Day: 9 Ways to Turn Down-Time into Productivity Time

If you work from home, you know the kind of... Read More

Webmaster or Web Slave? Time Saving Tips for Cyberpreneurs

Time is money in your online business, just as in... Read More

Time Management -- Urgent vs. Important

"It's just been one of those days?I can't seem to... Read More

How to Double Your Accomplishment Level

Here's a smart system for doubling or tripling your daily... Read More

When Is Time Management Not Enough?

A working manager needs more than time management.That old saying,... Read More

Time Management: Set Yourself Up For Success

Any habit of mind or body that interferes with taking... Read More

Keeping Time

What keeping time really means is...being on time!You know, there... Read More

Spend Less Time at Work and Get More Done

Sounds too good to be true?It really isn't!In fact, studies... Read More

File It: Boost Your Productivity in Only 15 Minutes Per Week

Despite the best of intentions, most of us don't use... Read More

Work Smarter Not Harder

To work smarter all you need is the consciousness of... Read More

Time Management Lessons from a 3 Year Old

Zak is my three-year old godson. He is the apple... Read More