Due to the ongoing pandemic, most of us have to work from home, and that means work-related documents and paperwork have to be stored in our home office space. In some unintentional cases, our work-related papers are mixed up with our personal files. That can be such a hassle and can cause so much confusion and chaos. Aside from drawing a line between your work and personal space at home, it is highly important to separate the files and documents as well. Your work should not only be good but the way you do your work must also be effective.
Do not wait for the time when you will be frustrated having to go all through the files, making a mess, just to look for a particular file. Start getting organized even if it is just making sure that your files are in the right place. You also cannot afford to lose important documents! Knowing where each document is will not only make things easier and convenient to find, but it will save so much time as well. In this article, we will be giving a few helpful tips to help you effectively organize your files and paperwork.
What you will need:
With paperwork and files, the most essential thing you would need is file storage. This is where you will store and safely keep all your documents. It is not enough that you sort them and put them in one place. Even the storage has to be an effective file storage area where you can put files separately according to their category. The most recommended and ideal file storage for home offices is the 2 drawer file cabinet.
With file sharing and storage, most have been done digitally these days. So you wouldn’t need a large file cabinet unless your work requires a lot of papers and documents. A 2 drawer file cabinet is just the perfect size for your home office! You can purchase them in your local office supplies store, or in online stationery shops on the internet. Upon purchase, it will be sent to your doorstep in no time. Make sure you get the most functional one for you that fits well into your budget. But spending a little on a file cabinet is actually a great investment because it will really come in handy in the long run!
Other essentials you would need in organizing your papers are folders, envelopes, paper clips, binder clips, label stickers, etc.
Tip #1: Sort your documents
The first tip is to go through all your files. It is going to be a little bit messy from here but it is a great start in sorting all of the papers. Filter the papers you have, putting aside the ones you no longer need and do not have to store. You are going to need a paper shredder to dispose of the papers you do not need, or you can put them all in one area to recycle in the future.
Now that you have filtered the papers, sort them into three or more different categories. We suggest that you first separate your personal documents from work-related ones. And then group them according to the ones you need to keep permanently and temporarily after. Once they are sorted, put them into sets depending on their specific categories or classifications. The more specific the better.
Tip #2 Label your files
Once you have sorted and specifically categorized them, clearly label each with label stickers, label tabs, or even mark each folder or envelope. You can also color-code each category to make it easier to identify each.
And for it to be more efficient, it is better that you set up hanging files so that the label tabs are seen in a straight line. Sub-categories should also have labels, especially if there are a lot of them. As mentioned previously, it is best to be very specific so looking for your files will be efficient and quick.
Tip #3 Store Important Files Securely
If you have highly important files, you should store them in separate storage areas. If necessary, in safes that require a passcode, or a safety deposit box. Same goes with less-important files, give more room in your file cabinet by putting them in different storage containers that you can put in the attic or the garage.
Tip #4: Set up a Filing System
The files you have now will not be the last files you will have. As time passes, with work and even in your personal businesses, documents will keep coming and you will have to deal with them. Set up a filing system in handling the incoming documents and the files you currently have. And if you have to replace the documents with new ones, you should get rid of the old files to avoid confusion. An organized work system will create an organized work environment!
Tip #5: Continue to be organized
If your files are already sorted and organized, keep it that way and continue staying organized following the filing system you have set up. There might be stressful or work-loaded days that would make it difficult to properly deal with papers and store our files but if put to constant practice, being organized will just come out naturally. Staying organized can also help clear your mind and relieve stress so keep it up!
The world is advancing and things are mostly done digitally these days. Today, we deal with fewer physical papers and documents, but it doesn’t mean we are entirely paperless. We still deal with a lot of files and documents and sometimes it is the cause of clutter in our space. We absolutely do not want to deal with lost files. Plus, it is always a relief to find a document right away in times when you urgently need it! The key to staying clean and organized is to develop a proper filing system and sticking to it.