We are on the downhill slope now so stay with me! Do you remember I mentioned you’ll never have to alphabetize? We’ve arrived at that part and it’s the best! All you organization-challenged will love it! It is one of my favorite things about File Don’t Pile: A proven filing system for personal and professional use.

First, confirm the masters! You should have a master file for every stack. Each master file should have a different color designation. In your filing cabinet, behind the master file, in numerical order, are the supporting files.

Second, seek and you shall find! If you’re in the grocery store and you want mint chocolate chip ice cream you go to the frozen food isle, right? If there is more than one section of frozen food you skim the signs above the cabinets until you come to ice cream. Then, you find mint chocolate chip. The same goes for this filing system. Pull out the master folder for frozen foods and skim the list until you come to “018 – mint chocolate chip ice cream,” put back the master file and flip through the support files to folder #018!

Third, everything has a place! If you want to file something new the same system applies. Pull out the master file for frozen foods, go to the end of the list, next to the first blank number write “french fries,” and replace the mater file. Then, pull out a blank coordinating support folder and write in the number you used followed by “french fries.” To file it, put it at the end of the color coordinated support files for the frozen foods section.

Fourth, check me out (of the grocery store)! I’ve gained 5 virtual lbs writing this crazy thing so let’s be real world for a minute! A sampling of your master folders could include active clients, archived clients, vendors, staff, bills, warranty or electronics, and taxes. Depending on your niche and how detailed you choose to be the possibilities are endless.

What about that “misc” container? When you have everything else filed, go through it again. Maybe you realized now there was duplicate stuff you’ve already filed. Or you might know exactly where to put something now because its proper home is clear to you. Perhaps you’ve reached your tolerance threshold and you just want to dump the whole container in the trash! As a last resort, put it in the top of the closet somewhere and come back to it another day.

There you have it everyone! Not only have I used this system for myself but I’ve set it up for many people. The feedback I’ve gotten has been positive and, especially for the organization-challenged, the system is easy to maintain. If you have any questions I’d be happy to help you out! The book is even a reasonable investment at less than 10 bucks.

As a final note this system can be as neat or as sloppy as you want it to be but as long as you follow the master folder and support folder system it is still organized! I prefer printed labels myself with colored bars across the top but a pen and marker directly on the file folder is equally effective. Also, if you go in tab placement order your file titles are always visible as apposed to going hap-hazard when filing alphabetically!

Enough already!! Happy filing! :p

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Sundi D. Hayes
Chief Virtual Officer - My Office Zilla
www.myofficezilla.com

Thanks for a great initial series on organization Sundi

I have a similar system for my email - there is just too much of it and too many client-relative items mixed in with personal things not to take advantage of a seriously organized system. If only paperwork and postal mail would come with special settings and rules for filtering to the correct destination automatically the same way my email inbox does!

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Thank you for this Sundi. I'm going to try to see if this will help some of my files at work.

I do have a question or two, though. So, the only thing in the master file is the master list? Also, do you keep files in numerical order? If so, what's the benefit to this over alphabetizing? Finally, I assume by "file" you mean those manilla folder things. Correct? So, you may have several hanging folders and each hanging folder will hold all of the files (or folders) for that category. For instance, the first hanging folder may be for your active clients. The first folder in this will hold the master list and then all of the supporting folders will be behind the master. All in the same hanging folder. Right?

Again, thank you so much for taking the time to do this for us.

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Stephanie
New VA in the research phase :daisy:

Hi Stephanie! Here are some answers for you...

The only thing in the master file is the master list? Yes. I'd say the other thing you could do is put something in there that needs to be filed if you just want to put it away quickly - although I'd only recommend this as a holding area, not a long term solution!

Also, do you keep files in numerical order? If so, what's the benefit to this over alphabetizing? Yes. I suppose you could keep them in alphabetical order but the beauty of the system is two fold - for my sensor personality anyway! :p - (1) You know how when you start a filing system for a pile of stuff that is already alphabetized it looks so nice and neat because the tab placement is in order? First position, second position, third position, etc. Then, time passes and you have things you need to add and if you alphabetize then your files might go out of order: first position, fifth position, second position, first position, third position. This won't ever happen with this system because you are always filing to the back of the subject. (2) When you re-file something it requires almost no thought! Go to the proper color and file numerically. Also, you'll know that the first position file you want to put away is going to actually fill in a first position missing file rather than possibily go between a fourth and fifth position.

Finally, I assume by "file" you mean those manilla folder things. Correct? Yes.

So, you may have several hanging folders and each hanging folder will hold all of the files (or folders) for that category. For instance, the first hanging folder may be for your active clients. The first folder in this will hold the master list and then all of the supporting folders will be behind the master. All in the same hanging folder. Right? Correct! Although I'd like to think that your active clients will over flow into at least a couple hanging folders! (If your gonna dream, dream big!) You might check out the box cut bottom hanging folders. I like them even thought they are expensive. I can't stand when an extremely full hanging file bunches and the files stick up.

Great questions by the way! Hopefully I didn't create more questions with unclear answers! Just let me know if you need anything else...even if it's when you get going with it.

Make it a great day!

__________________
Sundi D. Hayes
Chief Virtual Officer - My Office Zilla
www.myofficezilla.com