Planned Files Maintenance
Little and often
No client I’ve spoken to over the last decade has an afternoon a month they’re willing to donate to their files. If you’re the exception – there are many many examples of filing systems with colour-coded labels, tags and stationery galore.
I urge you though to consider if the next role holder will be willing to maintain a complex filing system. I also remind clients that they will need to maintain this system – when tired, stressed and lacking time. Instead of developing a complex system think of a system that will work then and put it into place.
Simplicity and Sustainability are important factors here!
So have big categories and file things into them in smaller chunks. For example – Accounts can hold everything, then divide into ‘this years’, ‘next years’ and ‘previous years’. Or ‘payroll’, ‘utilities’, ‘building works’ etc.
Work to empty your inbox (hopefully generic) on a regular basis. Use the time you need to allocate to prepare for meetings, or to finalise minutes, list out action points etc.
Labels and Folders
It can be filed into the July AM folder in your computer or cloud-based document storage system.