{"id":916,"date":"2016-08-31T05:28:28","date_gmt":"2016-08-31T05:28:28","guid":{"rendered":"http:\/\/www.immediate-effects.com\/en\/?p=916"},"modified":"2016-12-13T18:12:34","modified_gmt":"2016-12-13T18:12:34","slug":"fight-piles-files-6-rules-filing","status":"publish","type":"post","link":"https:\/\/www.immediate-effects.com\/en\/fight-piles-files-6-rules-filing\/","title":{"rendered":"How to fight piles of files &#8211; or the 6 rules of filing"},"content":{"rendered":"<p style=\"text-align: justify;\"><strong>\u201cWhy is it that paper and stuff keep piling up on my desk?\u201d, I wondered. After starting to process my stuff on a daily basis for many years now, I realized my workflow was askew and somewhat not working properly. \u201cFiling stuff should be fun and easy\u201d.<\/strong><\/p>\n<p style=\"text-align: justify;\"><img decoding=\"async\" class=\"aligncenter size-full wp-image-917\" src=\"https:\/\/www.immediate-effects.com\/en\/wp-content\/uploads\/2016\/08\/How-to-fight-piles-of-files.jpg\" alt=\"How to fight piles of files\" width=\"356\" height=\"334\" srcset=\"https:\/\/www.immediate-effects.com\/en\/wp-content\/uploads\/2016\/08\/How-to-fight-piles-of-files-52x50.jpg 52w, https:\/\/www.immediate-effects.com\/en\/wp-content\/uploads\/2016\/08\/How-to-fight-piles-of-files-300x281.jpg 300w, https:\/\/www.immediate-effects.com\/en\/wp-content\/uploads\/2016\/08\/How-to-fight-piles-of-files.jpg 356w\" sizes=\"(max-width: 356px) 100vw, 356px\" \/><\/p>\n<p style=\"text-align: justify;\">After some time of self-analysis and objective observation, I found that the reason for putting things on stacks on my table, instead of filing them away instantaneous, was my hesitation to stand up and put it in the drawer behind me, or punch holes and file it in a binder, or because I didn\u2019t know where to really put it at all.<\/p>\n<p style=\"text-align: justify;\">From this I learned a few important things I\u2019d like to share in these \u201c6 rules of filing\u201d:<\/p>\n<p style=\"text-align: justify;\"><strong>1) Keep your files at arm\u2019s length!<\/strong><\/p>\n<p style=\"text-align: justify;\">This is very important. One major reason for not filing, is you\u2019re too lazy! If it\u2019s not within arm\u2019s length and you can manage to file it without standing up, you won\u2019t do it when push comes to shove. I dropped my old drawers and bought an IKEA roller with hanging files instead. Now I have all the \u201cdead\u201d files (no action!) I keep for my records under my desk within easy reach.<\/p>\n<p style=\"text-align: justify;\"><strong>2) Find easy to use keywords to file under!<\/strong><\/p>\n<p style=\"text-align: justify;\">Some stuff could be filed in multiple ways and in 5 copies \u2013 don\u2019t! It\u2019s better to file it at one place under the keyword that pops up first. If in the future you don\u2019t find what you need, critically analyse your behaviour and check if there\u2019s another keyword that rather comes to mind. Then invest a little time in changing your system! That way you can be sure that it works as it should in the future. I have often done this; changed files from Telecom to Orange (the operators name) for instance.<\/p>\n<p style=\"text-align: justify;\"><strong>3) Frequency counts \u2013 not the perfect keyword!<\/strong><\/p>\n<p style=\"text-align: justify;\">How often do you actually need those files? My filing system is basically an alphabetical one, but at front I have 01-Keyword, 02-Keyword, etc. This is where I keep the stuff I need most frequently. Like \u201cPaid Bills\u201d, that I open once every week to put stuff into \u2013 it\u2019s right up front! Thus you save a lot of time and having to open that drawer more than a couple of inches. This also goes for your Files on your computer. Most frequently used Files, are filed as this on my computer as well. Over the years, I\u2019ve saved millions of clicks and scrolls this way!<\/p>\n<p style=\"text-align: justify;\"><strong>4) Good enough is better than perfect!<\/strong><\/p>\n<p style=\"text-align: justify;\">We\u2019re always so excited about perfection. I\u2019ve learned to be excited by 90%. The 10% or less that might take a few more seconds to solve and get done, is not bugging me. The time I save on the extremely high efficiency I reach for the 90% is so cool, that you can live with the rest. For those 10%, I would have to rebuild my office, invest in super-professional gear and break my head about finding the perfect solution. Believe me \u2013 it\u2019s not worth it. Efficiency is about balance: get the most out of something with the least effort\/energy\/budget\/time etc. Draw that line and be relaxed!<\/p>\n<p style=\"text-align: justify;\"><strong>5) Be critical about what you save!<\/strong><\/p>\n<p style=\"text-align: justify;\">With papers my glass is always half full. I don\u2019t want to collect stuff. I only file it if absolutely necessary or if I\u2019m too lazy to scan it or else. Is there a website? An Article online? Can I make a reference in my ProWork system? If this seems easier, I throw away the paper! In contrast, on my computer my glass is always half empty. If in doubt I file it under 01-Archive. On the computer I have virtually unlimited capacity \u2013 not so in my drawer!<\/p>\n<p style=\"text-align: justify;\"><strong>6) Invest in materials!<\/strong><\/p>\n<p style=\"text-align: justify;\">Insofar this doesn\u2019t go against rule number 4, good materials like a proper labeller, quality pouches and whatever you use, should hold up to your standards. The hanging pouches I bought at IKEA where way too bad. I threw them away and got myself the good stuff, with metal hinges instead. If something tears and looks bad, it\u2019s another mental block for using it. So go by yourself some cool stuff to work with \u2013 you\u2019re worth it!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>\u201cWhy is it that paper and stuff keep piling up on my desk?\u201d, I wondered. After starting to process my stuff on a daily basis for many years now, I realized my workflow was askew and somewhat not working properly. \u201cFiling stuff should be fun and easy\u201d. After some time  [&#8230;]<\/p>\n","protected":false},"author":5,"featured_media":794,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[26,23,21],"tags":[],"class_list":["post-916","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-efficiency","category-office-organization","category-workplace-organisation"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to fight piles of files - or the 6 rules of filing - immediate effects<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.immediate-effects.com\/en\/fight-piles-files-6-rules-filing\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to fight piles of files - or the 6 rules of filing - immediate effects\" \/>\n<meta property=\"og:description\" content=\"\u201cWhy is it that paper and stuff keep piling up on my desk?\u201d, I wondered. 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Since 2015 G\u00f6ran is also a Certified Facilitator und Associate of Consensus in NY, MD of Consensus Austria and Germany and Business Consultant at askeljung.com. G\u00f6ran is Professor of Practise and Head of the Institute for Sales and Negotiations at the Georgian School of Management (GSOM). He is a member of the Board of Directors for the Swedish Chamber of Commerce in Austria. G\u00f6ran is a consultant for The Forum Corporation (UK), eBda (Fr) und Napier Training Associates (UK) and is a Certified Solution Selling\u00ae Professional from the SPI University in USA. G\u00f6ran is also a certified Microsoft Solutions Sales Expert (MSSE) and is an associate lecturer at the Economical University of Vienna, the University of Vienna and the University of Graz in Austria. 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Since 2015 G\u00f6ran is also a Certified Facilitator und Associate of Consensus in NY, MD of Consensus Austria and Germany and Business Consultant at askeljung.com. G\u00f6ran is Professor of Practise and Head of the Institute for Sales and Negotiations at the Georgian School of Management (GSOM). He is a member of the Board of Directors for the Swedish Chamber of Commerce in Austria. G\u00f6ran is a consultant for The Forum Corporation (UK), eBda (Fr) und Napier Training Associates (UK) and is a Certified Solution Selling\u00ae Professional from the SPI University in USA. G\u00f6ran is also a certified Microsoft Solutions Sales Expert (MSSE) and is an associate lecturer at the Economical University of Vienna, the University of Vienna and the University of Graz in Austria. Having lived in Austria since 1990, G\u00f6ran has held positions as MD for Microsoft Networks (MSN) in Austria, Framfab and Icon Medialab, as well as various Management positions at Ericsson, T-Systems and Konica Minolta. As a Sales- and Productivity expert, G\u00f6ran is passionate about developing sustainable efficiency through interactive and well-designed learning experiences. His compassion about his expertise comes from experience as a business owner and through many years in Management. Since 2003 he has built his own L&amp;D business in Austria, designed and developed L&amp;D programs and facilitated for many thousands of people. G\u00f6ran is married and has two children. 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