I know, I’ve tried it as well. At first, a to-file pile seems like a good idea. However, experience has proven again and again that the “to file” pile strategy doesn’t work for most people (this is not the same as an in-box. Having a place where unexamined paper lands is vital to an effective office space).

Here’s a typical scenario. You designate a folder your “to file” folder to save time. You begin to stuff the folder full of items. Next thing you know, your folder is overflowing and, when you go looking for a document that you vaguely remember, you can’t find it in the folder. After 20 minutes of sorting and mounting frustration, you’ll likely find that document somewhere on the floor next to your file cabinet because your “to-file” folder was already full.

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An effective office makes effective use of time and energy. Among other things, this means arranging your office so that you can see and reach the items you need while seated at your desk. When I work with a client on an office, we identify the items that client needs to reach in order to work effectively. While the client has often already set up the office with two or three of these things in place (desk, chair, computer), she will often have to wheel across the floor to a closet or even walk up and down stairs to access other items. At first blush, needing to walk a few steps to put away files in a filing cabinet doesn’t seem like it would pose much of a problem.

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