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. (Yes, I’m on to you:)

The most effective way to manage your filing is to create a filing system that works for you. It’s important to review all the file names monthly at first so that you’re very familiar with what’s contained in your reference system. If you know where things go in your system it won’t take any longer to place documents in their assigned file as it currently does to place them in your “to file” folder.

The following three steps will help you get rid of that dreaded “to-file” pile:

1. Sort your current “to file” folder into piles and identify the types of files that land there.
2. Review your current file names and identify any potential gaps (i.e. file types that don’t have a folder they fit into).
3. Create files for missing topics by adding new names and folders.

The real trick is to review your files regularly. It will help you locate specific files and file with ease so that you don’t need a “to-file” pile.

Have you recently given up your “to file” pile? I’d like to hear your experience – leave a comment. Of course, if you need help sorting through your files and setting up a filing system, connect with me.

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. But if mental excuses like “I’ll do that later” or “I’ll get to that when I go downstairs” sound familiar, it’s a good idea to organize your priority one office areas.

A priority one office area is something you can reach with ease while seated at your desk.

What should you include in your priority one office areas? My top picks are:

• Open work surface
• Comfortable chair
• Inbox to collect unprocessed random paper
• Active file system for your in-progress paperwork
• Easy to reach reference file system for projects and archival documents
• Recycling bin
• Garbage can
• Shredder
• Daily office supplies (pen, notepad, scissors, paper clips).

By placing these priority items within your reach, you’re ready to enjoy continuous work flow and greatly enhanced productivity. No untimely stops or unproductive shifts in attention. You’re on your way to success!