Contract office cupboards

Creating a workable filing system can make everything that bit easier at work…

If your office works like most, you probably have a filing system, of sorts, in place. However, like many business, you might have found that over the years adherence to the system has slipped. Processes that were put in place five or ten years ago may not be as rigidly adhered to as they once were, as new employees come in and limited training is provided.

Without regular upkeep too, you can find that your filing system is impractical, with little space for new files or a “make do” attitude that sees too many files stuffed into drawers etc. Your business processes may have changed as well and if your filing system hasn’t kept up with that, you could be in trouble when it comes to staying organised.

Thankfully, it’s not too difficult to turn this around. All it takes is commitment, forward planning and a little time and you could soon have a brand-new filing system that works. Follow our advice on how to get started.

How to implement a working filing system

Planning is crucial

If you jump headlong into a new system without forward planning, you’ll quickly end up back in the same mess. Look at your existing filing system and your workplace procedures and create a list of categories for your filing. Make it simple and straightforward and easy to understand.

Then take each category and break that down into further sub-categories. For instance, you could have the category “Clients” and within that, sub-categories like “Invoices,” “Receipts,” and “Contracts”. You may want to decide on sub-categories based on dates, too.

Begin colour-coding each of these categories in a sensible way, but think ahead! Make sure the colours you choose match up with the file folders you purchase – there’s nothing worse than having a category coloured red but the folders for them are purple. You’ll cause confusion which will lead to people being less likely to follow the system.

Label everything

A label-maker could be one of the best purchases you ever make. Take your coloured folders and print labels for each one. Make sure labels are more specific than the categories and run alphabetically. So, instead of having a label that says “Mr Smith Box Company: contracts”, instead label it “Contracts: Mr Smith Box Company”. That means all contracts will be grouped together and can be filed in alphabetical order.

Fill your drawers

Now all you have to do is fill up your filing drawers. Put each of the major categories in alphabetical order then do the same with the sub-categories and individual files. This way, you just look for the block colour code first the search by file label.

Don’t overfill drawers – have a system in place for archiving documents to a different storage unit once things get tight and make sure this matches the overall system. This will prevent hanging files from bursting, scattering documents across the bottom of the drawer – don’t look at us like that, we know it’s happened to you at least once!

Contract office cupboards help you get your system in order

Contract office cupboards are ideal for storage, meaning you can store stationery, files and more. They’re great for holding archiving boxes when your filing cabinets get too full and they come in a range of sizes to suit your requirements.

Many of our Contract office cupboards come with a 7-year guarantee meaning they’re built to last and you can see our full range here. If you’d like some advice on choosing the perfect storage unit, talk to our sales team.

Leave a Reply

Last Modified / Updated on: May 21, 2018 at 10:42 am

Contact Office Furniture Online

Free Delivery On All Orders

Random Glossary term

  • Steps

    Compact solid, easily portable units for minimum requirements to step up or foldaway step ladders with up to three steps. Steps may be made in a variety of materials (plastic, steel or aluminium) and shapes.  Alternatively, step ladders may have a vertical pole to hold onto for extra stability and offer greater height access.

Office Furniture News