The Productivity Guru: Spring Clean Your File Cabinet

It's easy to plunk files into a cabinet, just to get them out of sight. Have you ever done this? If so, then you know what I'm talking about - and you also know what happens when you continually do this for many years. Most likely, you end up with an overstuffed, underutilized, scary-looking filing cabinet. Consider this statistic: Eighty percent of what we file, we never look at again. Now, take a careful look at your work or home filing cabinets.

The tricky thing about overstuffed file cabinets is that they don't affect anyone, right? They sufficiently hide the chaotic mess and, if you never open them, they don't bother you. But, let's say it's time to find that past tax return that's shoved into the back of the cabinet. Or, suppose your desk and surrounding flat spaces are piled so high that you can't function in your space anymore. Unfortunately, this method of operation can put a major damper on productivity.

Simple Steps

If cleaning out your file cabinet feels daunting and overwhelming, follow these simple steps toward a cleaner cabinet and a clearer mind:

1. Block time out to work on this; if you don't, it will never happen! I usually advise clients to spend two hours weeding through their paper files. Although this work can be tiring and inspiring all at once, be careful not to leave the project half-done. Once you've started on a particular section or area, make sure to finish it.

2. Start clearing out the first drawer by going through each paper and determining what to do with it. Create three categories: Keep, Recycle/Toss and Undecided.

3. Once you've established your categories, combine the "Keep" piles and start to define and merge your groupings. To help people see their categories clearly, I always encourage them to create their own file map. Just write down your big-picture categories, such as projects, HR items, invoicing, billing, etc. You can break them down from here. However, it's important to start with the big picture first.

4. Have the proper tools on hand. It's maddening to get to a certain point in any project and not have the correct supplies and tools to help you move toward completion. In this case, you need to invest in some hanging files, insert files (aka: manila files), and a Sharpie® marker for labeling the folders.

5. The last step is to make sure you shred any identifying information. You'll be amazed at how much of what you sort through will get tossed in the recycle bin.

Now that your filing cabinet is clean and clear, remember to file for retrieval, not storage. By following these steps, you'll be back on the path to a cleaner space and more useful file system in no time!

Sara Caputo, MA is a productivity and organizing consultant who has been streamlining environments and simplifying lives for years through consulting, coaching and training. She believes that by creating more order in our lives and eliminating unnecessary chaos, we can participate more fully in all levels of life. Sara is the owner of Radiant Organizing, a professional organizing and consulting company, based in Santa Barbara, California.