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

---

Time Management: How To Get More Done

If you can regularly ask yourself "Am I regularly and... Read More

Vilfredo Paretos Principle: The 80-20 Rule: 80% of Results are Produced from 20% of Efforts

Vilfredo Pareto's Principle, or The "Pareto Principle," is more commonly... Read More

9 Proven Principles for Increasing Productivity, Profit and Peace of Mind

Do you feel guilty about all the publications you purchase... Read More

Reading -- 10 Ways to Find The Time

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

Dont Forget To Take Time Out For You!

As mothers we play so many different roles and most... Read More

Time Management And How It Affects Your Kids

Last week I attended a presentation from Parenting Expert and... Read More

5 Tips To Get More Out Of Your Work Day

It's easy to waste time on things that seem urgent... Read More

The Keepers of Time

I give presentations on organizational skill building as it relates... Read More

7 Tips for Being Your Best Time Master

It is not enough if you are busy. The question... Read More

Save Your Time - Delegate!

Frustration is when an obstacle blocks your ability to achieve... Read More

Schedule Time for Interruption

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

Taking Time Off For Your Business

As a business owner, wouldn't it be great if you... Read More

Four Steps To Make Your Day Dynamic!

There are two ways to start your day. The first... Read More

Time Management is Life Management

Many of the clients I work with in success coaching... Read More

Pacing Yourself Through Change

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

3 Ways To Do More With Less Time

We live in a world where more is expected of... Read More

Plan Your Day and Stick to Your Plan

How many times have you remarked to someone that there... Read More

Everythings Blurry Except For You

Riding the subway home yesterday, my typically silent car was... Read More

Organize Your Time

Most people want to start a home-based business to make... Read More

The Rule of Three

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

How You Can Double, Triple, or Even Quadruple Your Reading Speed!

Are you drowning in a sea of unread papers? Do... Read More

Painful Cost of Working Yourself to Death

We all know the harmful effects of overwork. People get... Read More

Time Mastery vs. Time Management - Knowing the Difference

How much time do you spend on Mastering Your Time?... Read More

How Would You Like to Capture Some Time?

Women's health issues often are focused on goals to reach:... Read More

Increasing Your ROI

All requests are not equal; all customers or clients are... Read More

Isn?t It Time For You?

Does it seem like there is never enough time in... Read More

Tips to Manage Your Time

Time and money are both very important in business. Yet,... Read More

Time Management - How To Get More Done In A Day?

Everyday, in life, we are bombarded with 101 tasks that... Read More

Hey, Free Agent, Did You Eat Your Breakfast Today?

And when you finally sat down to eat breakfast, was... Read More

Could you use a ?Stop Doing? list?

One of the tried and true organization and time-management tools... Read More

How A Simple Four-Letter List Can Make or Break Your Business

One of the biggest problems most people have when it... Read More

Freelance Productivity: Do One Thing Extra Each Day

This may not sound like a big deal. But it's... Read More

New Adventures - in Four Hours a Day

"Can you find four extra hours in your day?" a... Read More