This tip originally appeared in The Simplifier #6.

Finding files easily comes down to filing cabinet organization and file folder labeling. Let’s review file folder labeling strategy to help you avoid unnecessary document searching.

Frequent problems I run across in file system reorganization include:

• titles that are so broad, they could contain any number of subjects, ex. “Misc”

• titles that are so specific that only one or two pages would ever be filed in it and you wouldn’t remember to seek that title anyways

Keep it simple! All you need to remember are Categories and Sub-categories.

Categories should be specific and unique. By unique I mean that running across this name, one and only one type of information will be called to mind. (ex.- “Website”, not “bio page”)

Sub-categories are where additional breakdown of the categories are indicated.

The way to label your folders is simple: “Category - sub-category”

Examples

Business files:
Forms – client intake forms
Forms – fax cover sheets
Forms – call logs

Home files:
Yard – irrigation
Yard – veggie garden
Yard – tree pruning

You can see by the examples that when seeking a file, I’m asking your brain to think in terms of categories, not sub-categories. I find this gives you less to remember. Once your fingers are flipping in the right category, you’ll find what you are looking for.

Finding files can and should be easy. After all, keeping those paper files is supposed to make your life and your business flow more smoothly!