Let's Get Organized

by

Grab a box--the ones computer paper comes in are perfect. Put all of your business papers in the box. Look! I knew there was a desk under there! Go through the box and remove any personal papers that got mixed in, also weed out any you won't use--at least get rid of junk mail and notices of events that have passed. It may take a while to know what else you can weed out. Also sort out the papers you need to act on--notices about meetings, appointments, and special events. Place those together in one file folder and go through that regularly to be sure you don't miss anything.

Look at what you have. If it's a small handful of paper, you may just need a couple file folders. If the box is almost full, you'll probably need a file box or drawer, some hanging files and several file folders. If you have to go out and get those, do it now, or right after you sort your papers. I'll wait.

OK, now we can start sorting the papers. You might prefer to take the whole thing out in front of the TV during a favorite show. Start with the first paper on the pile. Notice we didn't start by labeling folders. You may have labels no one else has and some common ones may not apply. Think of a category for that paper and start your first pile. You might want to write the title on a slip of paper to place near the pile so you remember what goes where. Now take the second page and decide on a label for that. You should have a fairly even distribution of papers into several piles.

If some seem too large, consider whether the category is too vague. Some files will just be large, so don't assume you've done something wrong if the file can't be easily broken down, but do try.

Now, place each pile into one of those hanging files if you have them, or into a file folder if your filing system is small enough. Label the folders appropriately. We do this after the sorting because the title may change to fit the contents accurately. Take a break.

Back already? You know you could schedule to do this one file a night, when you're relaxing or watching tv. If you do a bit at a time, it will probably be done before you'd have time for the whole project. You can start with any of those files-it would probably be a good idea to start with the larger ones so they will be easier to work with sooner.

If you're doing the small file skip this paragraph. Take the papers from the file folder and sort them into categories. Place each category into it's own file folder. For example, in my LEGAL hanging file, I have a file for bank papers, a file for my assumed name papers, and a file for blank forms. You may have one for insurance or licensing if your state requires that.

OK everyone, go through each file folder and put the pages in a working order. (If you have client records, they might be alphabetized or arranged by zip code or by the date of the last order, whatever is useful to you.)

Be sure to keep similar things together and to use categories that are useful to you. Using the alphabet or unimportant dates should be a last resort, not a rule. Now, whenever a paper comes into your office, place it in the proper file, or start an "in" basket that you empty into your files at least once a week. Do not let it pile up, it's not a fun way to spend a week-end. Just do a few at a time and it will stay organized.

Now the next time a client calls about a job you'll have all of the information at your fingertips and you'll feel so prepared.

Bonnie Rice, publisher
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