Folders, Folders Everywhere and Not One Is Clearly Marked

Does this sound like your filing system?  You’re not alone.  Many office filing systems leave a lot to be desired including some in our office!

However, one of the most important, but often one of the most neglected systems in an office is the paper filing system.  Even in today’s digital office, paper and paper files still have a place and making sure your system works well for you and others is important.

Recently, our operations manager and systems administrator, Jim, redid his filing system.  Even though Jim’s old system worked well for him, it was sometimes difficult for others to find things.  It’s important when setting up a filing system to note who all of the users will be of the files.  In Jim’s case, his files were often needed by our accounting and ordering departments.

To begin the project, Jim assigned a color to sets of file folders.  In his case file folders were grouped and color coded according to accounting items such as taxes, reports, invoices and receivables.  Each file was given an easy to read label so it is now simple to see, at a glance, what items are contained in what folders.  See the before and after shots below.

Smead’s new Viewables filing folder and tabs were used to create Jim’s new system.  Some of the benefits noted by Smead regarding Viewables include:

·        Customizable tabs with multiple fonts and custom colors

·        Custom color-coded labels may be created on your PC

·        The system helps to eliminate misfiled folders

·        Files are found faster

·        Your office will look and feel more organized

For Jim, the new filing system has increased productivity not just for him but for all of the staff using these files.  Jim notes, “Paperwork used to get misplace/filed before but now that it is all clearly marked and easy to read the misfiling has been considerably less.  Having very organized files makes my job easier to find and file the things I need to versus guessing where to put it.  The system looks more professional as well.  The best part though is removing the cluttered look.  The professional, uncluttered look makes filing almost fun now.”

For more information, or to order Smead Viewables click here.  Visit our website to learn more about Great River Office Products.

 

Before

 After