Business Organizing Tip – Share Reference Files for Increased Efficiency and Morale

Sometimes filing can seem like an overwhelming job. Many people find it complicated and time consuming to find a home for all their files. But it doesn’t have to be this way. Once you establish a filing system, filing can become nearly automatic, almost effortless.

The first step is to understand how simple it can be – did you know there are only three types of files you ever need? An effective filing system has only three types of files: action, reference and archive.

Action files
Action files are related to projects you are currently working on. These are files that you will need access to on a regular basis during your day. These are often the types of files that get piled on your desk because you are afraid that you are going to misfile something or forgot to take action on it. Once you establish an efficient filing system you will not have to worry about these files anymore because they will have a place and you will know where to find them.

Reference Files
These are files that you access less frequently. It is information that you want to have on hand and are not ready to archive or toss at this time.

Archive Files
Archived files are files that are not needed with any regularity, if at all. These files can be kept in a storage room, or wherever else there is room and they will be safe. Archived files are mostly files that you keep “just in case”, but usually do not end up having to access.

Although all three file types play a crucial role in your business, the focus of this article is the often forgotten reference files.

Reference files are the base of a company’s resource library. Productivity can be dramatically increased when each team member can quickly and easily access all reference files. Imagine how much more efficient your office would be if all team members had access to key reference materials?

In addition to the benefit of increased efficiency, sharing a central reference filing system can unite an office. Teamwork is fostered when resources are shared in order to benefit every member of the office.

The first step in pooling your office reference files is to choose a system that will work best with your current available workspace as well as your corporate climate.

For example, since these files are accessed less frequently than action files, one option may be to create a general reference area within the office. This makes it easy for every member of the office to access files, without interrupting the flow of an individual’s workspace. By keeping everything together and indexed with a filing system, it is a simple job to find much needed files in only a few seconds.

A great way to build morale is to get everyone’s input on a new filing system. Hold a business organizing brainstorming session and ask team members what would help them be more productive in a new filing system. It can be helpful to hold a brief training session explaining the new filing system so that everyone understands how to use it. Showing people how easy it can be to use and maintain will help get everyone on board and excited about your new reference filing system.

Sherry Borsheim has been creating business organizing systems to help businesses and individuals get organized for over 23 years. She specializes in organizing Microsoft Outlook, and streamlining paper, email, time and space workflow issues. She recognizes that each client’s situation is unique and works with them to create custom, effective organizing systems. Get your free e-kit “7 Ways to Organize Your Workspace” by visiting www.bizorganizing.com now.

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