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Get Organized Part 1—Find out Where Your Filing Systems Fail

September 26, 2013
Get Organized Part 1—Find out Where Your Filing Systems Fail

Having the right office equipment, ergonomic office furniture, and office supplies is only half the battle. Knowing how to put them to good use is the other half!


Filing Cabinet Nightmares

Probably the most notorious place for organizational disaster would be the filing cabinets. Few people understand the correct way to maintain a clean filing system. Proper education of office employees and managers on the best practices and most efficient ways to perform this task will save you time and money.
While hiring qualified and experienced staff can greatly help to put your office in great working order, not everybody has the budget to hire new staff. Furthermore, even some of the most talented and qualified personnel out there are terrible when it comes to organizational skills! So what can you do?

Get a Handle on Your Filing Procedures

Start fresh! Take a look at what you have been doing up to this point. If it works well for your business take it further by streamlining and organizing your filing cabinets with color coding and categories. If you need to start over with a better system read on:

Ask Yourself 5 Questions

Take a minute and assess your situation by asking yourself these five easy questions:
  1. Do you toss out 75% of your incoming mail?
  2. Do you understand proper filing procedures?
  3. Do you only handle each piece of paper one time?
  4. Can you find a document in your files within 60 seconds?
  5. Do you know the exact place to put each piece of paper that hits your desk?
If you’ve answered no to any of these questions there is room for improvement in your organizational procedures. If you found yourself saying no to more than one, well you’ll need to take the time to re-vamp your organizational strategy. Taking the time to do this will save you time and money in the future, and make your office run smooth and hassle free—at least when it comes to filing and retrieving documents!
Take some time to think about how you can put procedures in place to remedy any of the situations outlined above. I little forethought can go a long way to help you get re-organized in your office. Depending on your business schedule, a good time to tackle this project is often after Christmas, when things tend to be slower. If that’s your busy time, then choose whatever time of the year is quieter for you. And be sure to communicate with and involve all of your staff members to ensure that your new system is understood and practiced.

Ready for the next level? Great! We’ve put together a crash course in effective filing procedures for any office situation. Check back later to read our next post:  Make the Most out of Your Filing Systems, and get your filing systems on the right track!

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