Gina Trapani, Lifehacker Editor-- wrote an extensive excellent post on Friday about her quest to make files out of piles. You've gotta check Gina's post out.
I am killing to let Gina know some additional tricks, but I am afraid these secrets revealed will make her want to re-do her to-do. Okay, I'm shameless! But since she asked...
Straight-line File - Gina could have purchased Pendaflex one position manila files (either 1, 2 or 3) and simplified her folder arrangements. There's less strain on the eye as you look for a file because your eye is moving up and down, not left-right several times and then up and down. So stay away from file folders with three tab positions.
Label Placement - Don't be tempted to place your label in the middle of the tab, always place from the left-- again, it will create less strain on your eye.
Create Categories - Use Third Cut plastic file tabs-- they come in orange, purple, aqua, green, blue, yellow, clear and pink. Line up all your file tabs on the left, or center, or right-- never scatter them in different positions. Again-- think of your eye traveling across the files.
Box Cut Hanging Files - If you have tax records, Hollywood scripts, conference manuals-- consider using 2" or 3" hanging folders. They're more expensive, but your files will hang more evenly-- making for a visual look which is more smooth and neat and you won't have paper jutting up and hiding the tab label. Barb Schmidt, Senior Account Manager of Esselte tells me that they're "thick not deep." The files open up, and a piece of cardboard is placed at the bottom expansion point allowing you to stick heavy thick items inside-- but it will still fit in a conventional file cabinet without hitting the cabinet bottom.
Have Paper Match Your Digital - Whenever possible, match up your paper files to your digital files-- so you have one system for all, not several (I am all about thinking less-- must be the SoCal blonde in me...)
But one thing is for sure-- the majority of what we file t'aint never looked upon again!
According a survey by the Small Business Administration (SBA):
"80% of all filed papers are never referenced again. Rent of the space the file cabinets occupy, the filled cabinets themselves, and filing cabinets all cost money."
So everyone, including Gina, should continuously purge throughout the year.
