Looking for a great way to label and organize files? Trying to maintain a more organized and less cluttered work desk? Use labels.
A label is a great way to identify and organize items in storage and in document containers. This kind of item comes in many shapes and sizes. There’s the price label, which is typically used in stores. An address label, on the other hand, is usually a bit bigger than the price label; this kind of label has just enough space for the complete address. Others include CD and media label, point of sale label, filing label, mini label
continuous feed label, multipurpose label, printer label, and security label.
Label printers, label tapes, labelling guns, tagging fasteners, and tagging guns are just some of the accessories used for labeling. You should keep an eye out for these items because they do make the entire labeling process a whole lot easier. Popular label brands include Avery, Dymo, 5 Star, Brother, and Epson.
And here’s a great bonus: aside from marking files, labels help the files look presentable, polished, and professional; no wonder these items are among the must-haves for organizing.
Using Labels to Organize Files
To begin organizing your files at the office – and to keep these files organized – you should have a plan or an idea of exactly how the items and files will be grouped. Think categories. There should be one file, for example, for new clients, another for clients that have been with the company for 1 to 2 years, another for those that have been with the company for 3 to 4 years, and another for those that have been with the company for 5 years, and so on. And then use the labels to mark the document containers accordingly.
You can arrange the files and items any which way you want, as long as the arrangement is sensible and helps you accomplish your tasks faster. One way to organize files is to arrange them according to the frequency of use. Files that are frequently retrieved and filed should be nearer your desk. Files that are not frequently retrieved and filed, on the other hand, may be farther away from your desk. In fact, some would store these kinds of files in a separate cabinet or storage room.
Are most of the documents at the office filed under names and locations? Then use names and locations as the main categories when you are organizing your files. Use the label for marking a category, a file cover, or a tab. Tabs are great for marking categories and sub categories. You can create as many sub categories as you want, as long as you can keep track of the categories and they can, ultimately, help you locate the files faster.
A label on the document container helps you retrieve and file documents faster because you won’t have to open each and every folder or envelope. A glance at the label is enough to tell you what’s inside.
If you are going to use labels on the document containers, tabs, file covers and the like, place them on the same area in the cover or tab or document container. Place the label on, say, the middle of the file cover or on the upper right hand corner of the envelope or on the upper part of the spines of the lever arch files. The files look better and tidier. Aside from that, it becomes easier for you to spot the files that you need because you know exactly which part of the document container to look.
Labels: Organizing files, Eliminating Clutter, and More