Bizpro Ltd – Virtual Assistants

Bizpro’s Top Tip for organising your filing….

Making real use of suspension files….

A lot of people have suspension file holders in drawer units in their desks, and they use them for a myriad of different things, but right now I’m going to give you an idea of how to use them to organise your time more effectively by setting up daily & monthly rotating files. It’s a simple idea but it works well, and you can use this same philosphy on emails too.

• Take 12 suspension files, label them January through to December, and place a document wallet into each, for your monthly file.
• Take a further 31 suspension files and label them 1-31, for your daily file

Everytime you come across something that doesn’t need actioning just yet, you place it in the appropriate monthly file. At the beginning of every month you empty the current monthly file into the daily files based on when they need actioning. Give yourself a few days breather by placing each item in a date a few extra days ahead of when it’s due. The monthly folder can now go to the back of the section.

Get in the habit of checking your daily file first thing every day by setting yourself an email reminder, or putting a warning tape over the PC on button until it becomes a habit! You will likely find you check it several times throughout the week, and on going this system should enable you to become more disciplined with paperwork too. Getting into the habit of using the RAD system; Read, Action & Delete for all paperwork will also help declutter your desk.

Working with a clear desk helps you concentrate.

This process can be used to aid invoicing and bill paying too. By writing out your payment cheque, placing it in an envelope and putting it in the day file three days before it’s due to be paid, then posting it on that date means it will get there on time, but the cash is in your account until the invoice or bill to be paid.  

Just think how lovely it will be to always be able to find that document when you need it!