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Say Goodbye to Your Filing Tray…Forever

Say Goodbye to Your Filing Tray…Forever


    The dreaded filing, piling up on your desk, in your filing tray, on top of the filing cabinet, anywhere except where it is meant to be. Why does such a simple task that requires very little brain power cause such distress in most people? Filing is one of the top jobs that most people procrastinate on.

    Of late I have been trying to simplify my life, moving gradually towards a more minimalist approach and in the process I decided to work from a smaller desk. I reckoned that if there was less desk space to put things on and less drawers space to put things in, it would help me to minimize. It has helped to a certain degree. It forced me to purge all my drawers and only keep the essentials. What also happened was that I had to move my small filing box to a different location, about ten steps from my desk — no longer within arm’s reach of my chair.

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    The result — which has rather amazed me: I accumulated a large pile of filing.

    Lesson 1: Keep your filing cabinet/box very close by

    If you can’t file a document with ease when you finish with it, it is more likely that you will place it in a filing tray than stand up and file it correctly. Most of us have busy schedules and standing up to file one piece of paper would be considered a bad use of time, therefore we let the filing accumulate until there is enough to justify the trip to the filing cabinet. The problem with that is that the bigger the pile gets, the bigger the job appears and we avoid and avoid because (in reality) there are more important jobs to be done. By having the filing cabinet within reach, you eliminate this potentiality. It’s easy and quicker to file on the spot so you get into better habits.

    But in order to be able to file swiftly and efficiently, you must adhere to the second lesson…

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    Lesson 2: Label all your files clearly

    This is a part of the puzzle a lot of people resist. Most people will hand-write labels for their hanging files, thinking it is faster and as clear. Sometimes they write with black pen, sometimes with blue, sometimes ALL IN UPPER CASE and sometimes not — and if you are lucky a black marker will be used.

    Even if you have a system for writing all your labels with black marker in ALL IN UPPER CASE, your files will still not be as easy to find as those that have been created by a labeler. A labeler has a clear, consistent typeset. You may argue this until you are blue in the face…but the labeler works. It is well worth the minor investment. When folders are clear and with your cabinet close by, you will be able to file as you go (as long as you don’t have too many files or folders).

    Lesson 3: Purge filing regularly

    It is widely recognized that an overfilled filing cabinet is detrimental to your health. If you are trying to squeeze a document into an overloaded folder which is also in an overloaded filing cabinet, it won’t end well.

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    Set a date and time once every couple of months to purge older documents. Find out local regulations about how long you must keep documents for tax and legal purposes. Minimize the amount of paper you possess and only hold on where absolutely necessary. If your paperwork is weighing you down — you could also try paperless.

    Lesson 4: Explore the possibility of paperless

    It has become quite popular of late to go paperless. You will hear many organizations proudly state that they are a paperless office or a paperless organization. This means that documents are not printed out but rather that documents come in paper format and then are scanned into the computer for filing.

    The challenge with a paperless system is to ensure that the electronic documents are filed for easy retrieval. A clear and simple hierarchical filing system should be used, combined with a strong search facility on your computer.

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    Lesson 5: Keep it simple

    Keep your categories simple and don’t overcomplicate. David Allen recommends a simple A-Z filing system, which works well if you have a lot of filing.

    In my home office I don’t have too many files, so I am happy to file by category. For example, I have a Home file where my insurance documents and facilities documents are filed in separate manilla folders, and a Car file where my car insurance, car taxes and other related documents go. Remember the goal of your system is to have easy and fast retrieval — so see what works best for you.

    Stick to these rules and never stress over an overcrowded filing tray again. A no-stress clutter-free desk awaits you.

    Do you have any filing tips you’d like to share? Feel free to do so in the comments below.

    (Photo credit: 3D Illustration of Information via Shutterstock)

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    Ciara Conlon

    Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

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    Last Updated on March 31, 2020

    How To Break the Procrastination Cycle

    How To Break the Procrastination Cycle

    How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

    There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

    The Vicious Procrastination Cycle

    For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

    1. Feeling Eager and Energized

    This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

    2. Apprehension Starts to Come Up

    The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

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    3. Still No Action

    More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

    4. Flicker of Hope Left

    You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

    5. Fading Quickly

    Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

    6. Vow to Yourself

    Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

    Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

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    How to Break the Procrastination Cycle

    Unless you break the cycle, you will keep reinforcing it!

    To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

    1. Feeling Eager and Energized

    This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

    2. Plan

    Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

    3. Resistance

    Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

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    What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

    4. Confront Those Feelings

    Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

    Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

    5. Put Results Before Comfort

    You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

    6. Repeat

    Repeat steps 3-5 until you achieve what you first set out to do.

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    Final Thoughts

    Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

    If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

    Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

    Featured photo credit: Luke Chesser via unsplash.com

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