Time management:  Beginning the filing process

As someone who wants to better manage their time, then you probably already realize that being super-organized is a key component of the process.  In previous articles on the topic of time management, we touched up on the importance of getting down to business with filing your entire life's worth of papers, documents, and information.  Most of us have never taken on the tedious task of filing everything within our office to begin with, so with a positive attitude and the proper filing tools, you can begin getting organized today.

How do I begin the filing process?

Start by going through everything you can and determine what can be thrown away.  Ignore your pack-rat tendencies here and just let go of anything that you will not need anymore.  Also look for papers that are duplicates or copies.  You do not need but only one set of each file.  By purging all items that can be thrown out, as well as copies of files you already have, this will make a large dent into your filing workload.

When you come across large files that will not necessarily fit into any of your folders or cabinets, simply copy the pages that you need from them and file them accordingly.  But what happens when you come across items that you are unsure of saving?  If you were to ask efficiency expert, Edwin Bliss, this very question ten years ago, his answer would have been “When it doubt, throw it out!”.  This advice still holds true today.  So if you are not sure whether you should be keeping something or not, then trash it.  Of course if there is data that you are unsure about, but still think it may be important, then create a separate drawer for just those documents to sift through at a later time.

The trash is gone, now what?

Once you have purged all items to be thrown away and separated those files that you are unsure of, you will then have a huge mass of paperwork in front of you.  Before you start stressing about how much work you have to do, keep in mind that you will be making your work easier by moving in small steps.  Instead of trying to file each item one by one, first wade through the big pile and create mini-piles.  Group similar items together until everything is grouped the best you can.  There of course will be some items that stand alone.  Ok, now you are ready to attack the mini-piles.

When starting the task of breaking down your mini-piles, ask yourself the following questions:

1. Am I able to further consolidate each pile by keeping only the backside of the files, making single page copies, or by creating shorter notes of the pertinent information?

2.  Instead of keeping small papers and note tabs of info, can I make copies of multiple items one one sheet of paper, thus creating more space?

3.  For those small piles that have only one or two items each, is it possible to group them together?