This file drawer reminds me of my husband's old T-shirt drawer. His drawer was so stuffed full that I never wanted to put fresh, clean, well-folded shirts into it because I'd have to smash them in and crush down the piles just to get the drawer closed!!
Just like a stuffed full t-shirt drawer these files were stuffed full and rarely used. Nothing could fit in them and they were visually unattractive...which makes filing unappealing!
THE PROBLEM:
That's why I was called...to solve the problem: setting up a paper system...a flow for paper when it comes in the office and to create the file drawers. Where do you put things? Which files should go in which drawers? What do you do with reading material? Where should my briefcase go? Do I need to keep this?
THE PROCESS:
To solve the problem requires understanding it. My client and I talked through the papers, categories, job requirements, frustrations, factors involved in the position (competitors, partners, reference/historical papers to keep, reports, etc). We looked at the space available. I made a plan for each area using some general rules: keep action files closest to the desk, store historical data farthest from your work area, have a "home" for each item.
Then came the organizing process. We sorted all the paper in the office and cleaned out and sorted through all the drawers. I used post-its and made notes on the papers as we pulled them out so we knew what they were. This helped file faster at the end. A LOT of papers went in the trash.
Then, I wrote all the files in their categories and subcategories on the dry erase board. This way we could move things around and the client had a visual picture of what his files would look like - a road map.
Next, we made the files tabs. Smead Viewables (from Office Depot) are what I used for the main category tabs. These are tall, can be read from the front, side and back and are colorful and easy to make. For the subcategories I designed a template that had colors to match the Viewables. I read them off the board as my client typed them in the computer. After diligent fine motor skills the files were finished.
THE RESULT:
Here is one of his four file drawers.
You may notice that there are limited manila folders. I know for some things, especially those things that you pull in and out a lot, you might need a couple. Visually, I love the clean look with out them.
A fresh perspective, the right tools, a plan and hands-on help took these files from the "stuffed t-shirt drawer" look to a "glass front kitchen cabinet" look (you know the ones on Martha Stewart with all white matching dishes spaced evenly - crisp and clean)!! I think I would want to leave the drawer open just to see how awesome it looks. Filing in them would be a highlight of the day, don't you think? Read my client's testimony on my website's home page.
I am always so inspired by my clients that I went home and redid one of my own file drawers!
Be inspired yourself!!
We moved the lighter shelf to the other side of the office to go with it's match. Are these black shelves not sooo cute?? My client is talented at decorating...and you can see the treasures!
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