It is TOO easy to plunk files into a filing cabinet just to get them out of sight. Maybe you’ve done this… if you have, then you know what I’m talking about…and you also know what happens when you continually do this for many years. You end up with an overstuffed, under-utilized, scary looking filing cabinet. Consider that 80% of what we file, we never look at again and then think about your own filing cabinets either at work or at home. What comes to mind?
The tricky thing about overstuffed file cabinets is that they don’t bother anyone… right? They hide the mess and chaos really well and if you don’t open the drawers, then who cares? Unless of course, it comes time to find that past tax return that is shoved into the back of that cabinet or when your desk and surrounding flat spaces are piled so high that you can’t operate in your space functionally anymore? This method of operation can put a major damper on productivity.
If spring cleaning your file cabinet feels daunting and overwhelming, follow these simple steps towards a cleaner cabinet and clearer mind.
1. Block time out to work on this…if you don’t, it won’t happen! I usually advise clients to work for 2 hours on a clean out of paper. This work can be tiring and inspiring all at once, so know your limits and try not to leave the project half done once you’ve started on a particular section or area.
2. Start clearing out the first drawer by going through each paper to make a decision about. Create 3 categories: keep, recycle/toss, not sure about.
3. Once you have your categories, group together the keep piles and start to define and merge your categories. I always encourage people to create their own file map to help them see their categories clearly. Just write down your big picture categories, such as projects, HR items, invoicing, billing, etc. From here, you can break them down, but it’s important to start with the big picture first.
4. Have your tools on hand. It’s maddening to get to a certain point in any project and not have the proper supplies and tools on hand to support the process and help you move toward completion. In this case, you need some hanging files, insert files (I call them manila files), and a sharpie for labeling the file folders.
5. The last step aside from just “doing it” is to make sure you shred any identifying information. You will be amazed at how much of what you sort through will go into the recycle bin and get tossed.
Now that your filing cabinet is clear and clean, remember to file for retrieval, not for storage. By following these steps you will be back on the path to a cleaner space and more useful file system in no time!
Sara Caputo, MA is a productivity and organizing consultant who has been streamlining environments and simplifying lives for years through consulting, coaching and training. She believes that by creating more order in our lives and eliminating unnecessary chaos, we can participate more fully in all levels of life. Sara is the owner of Radiant Organizing, a professional organizing and consulting company, based in Santa Barbara, California. Sara can be reached at: radiantorganizing.com or on her blog at: radiantorganizing.blogspot.com