Desktop Organization: Filing Right Away is the Right Way
Is your work area covered by stacks of papers that should have been filed a long time ago? This article is designed to provide you with some useful tips about desktop organization that will help you manage your documents and file them quickly. Specifics may vary from person to person; however, the following information includes helpful and important guidelines from which everyone can benefit.
Today's offices are already extremely hectic and most people cannot seem to find the time to file on a regular basis. If your desktop is disorganized because of piles of papers that you need to file, your work can become even more overwhelming. In fact, you probably don't even like looking at your desk, let alone sitting at it. Wouldn't it be nice to come to work every morning and start with a clean slate (and a clean desk)? Think about how motivated and productive you could be without having those stacks hanging over your head (literally!).
As difficult as it can be, we suggest filing your papers and documents right away. In other words, as soon as a paper crosses your desk and is ready for the file, put it there. Then, you know it's out of your way (but not out of your mind) and you can find it easily when you actually need it. Here are 5 other good reasons why filing first is a great strategy for desktop organization:
Prevent lost files and misfiles. The longer a document sits around on a desk, a shelf or anywhere else but in the file, the more chances it has of being misplaced, covered up, hidden or otherwise lost. Furthermore, if you let papers sit idle until you have a mountain of documents to put into the file, misfiles may occur.
Keep confidential information secure. Many files contain information that is not for everyone's consumption, such as priority data about budgets as well as personal information about employees and customers. When such papers are allowed to sit instead of being filed immediately, the opportunity for information falling into the wrong hands increases.
Raise productivity. If everything that is supposed to be in the file is there when co-workers access the file, less time will be wasted searching for documents in the file drawer. This will help make your department (perhaps your entire company) more efficient and more productive... which in turn will most likely make your job easier.
Avoid confusion. When papers are placed into the file immediately instead of allowed to just sit there, the chances of confusing documents are decreased substantially. In a file, instead of strewn about the office, each paper is neatly organized in its place, with a file heading that clearly identifies what the file contains.
Create a cleaner desktop. Rather than piling up on your desk and leaving you with two square inches of workspace, putting papers into the file right away means that you will have more room on your desktop and that can change your whole outlook every morning when you start your day!