Do you have quite a bit of filing to do? Do you feel that you should have some sort of control over these files on how you find them, for future reference?

Creating a filing system can be tricky, as you need to know exactly how to file your files and what type of information you would need to be able to access quickly. Your boss could ask you for something at a moment's notice and you are expected to find the information within minutes.

One of my readers asks:

I am trying to organize a file room based not on traditional alphabetical filing, but on a retrieval system. It is based on real estate issues - so, for instance, the transaction files are arranged by numbers in order of closing dates. Then, all files are set up in an excel file with columns for File #, property address, closing date, owner (whatever data important) - then sorts are run and printed so files can be referenced and found by whatever criteria you need. That makes sense, but can this system be applied to other information, like monthly bills, tax returns, staff, legal issues, normal company information?

Being able to retrieve the data is more important than an organized alphabetized file drawer.

I remember going to a walk-in clinic (doctor's office) for an ailment at the time. I gave in my health card and was asked to be seated. I looked around and noticed quite a large amount of folders, assuming that they were patient files (which they were). It was interesting to see that there were numbers on the side of them.

You can use this system for anything you like, such as monthly bills, tax returns, etc. as you mentioned in your question. You can use two different methods of creating a filing system.

1. You can use Microsoft Excel to add all of this information and then add the numbers from the files to your Excel spreadsheet.


2. You can use Microsoft Access to create a database of all of your files' criteria and the software assigns a "key" or number that corresponds with your files.

This way, you can keep track of all files in any way, shape or form.

Do you find articles on this site intriguing? Do you wish that you could save them to your Favorites so that you can look at them again and again? Do you wish that you could take your Favorites with you where ever you go, even if you don't own a laptop and have access to a computer with internet access?

You may have noticed the small icon at the top and bottom of each post which states "Bookmark" and a few symbols after it. If you hover over this icon, you will notice a small drop down box. You can click on any of the particular social bookmarks to be able to save and share your Favorites with anyone you choose.

There's also the "more..." button. Click this and you will get an even larger list of free services that are offered. You can sign up and use any or as many services as you wish.

You have option to share these with anyone or everyone that's part of this service. You can even find other people that have similar interests as you and add them to your "Friends" list. This is a networking tool that I've been using for quite some time now.

You can also use these services to organize yourself by adding "tags" or keywords to the articles that you've saved. So, next time you need to look for something within your tags, click on one of them and you will find all of the articles that you've saved with that particular tag.

Here are my top picks of services that I find most useful:

• Digg
  
  
• De.licio.us
  
  
• Stumble Upon
  
  
• Reddit
  
  
• Newsvine

So, next time you find an article on here that you are interested in saving and want to glance back quickly from anywhere in the world, click on the "Bookmark" icon and save it to one of these services.

What's next?

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Until next time,

Take care - of your clutter!


Post from: Administrative Assistant Tips

Happy Halloween everyone!

You walk into the office and notice all of the Halloween decorations. A spider here, a goblin there. Then a bunch of co-workers show up in costumes. What a sight!

Do you like to dress up in fancy or scary costumes for this occasion? Do you want to dress up at the office, but not sure what to wear or if you even can?

This has been a tradition in our office for quite some time now, where people would decorate the office, dress up in funky costumes and bring baked treats for everyone. Luckily, in my office, we dress in casual clothes all of the time and we do have a corporate policy of being able to dress up in a costume for this event. We even hold a "Best Costume Contest" and even get a small prize, although I've never seen what the prize was.

Here are some tips you should follow before you get into the spirit:

• Check to see if others will be doing the same. You don't want to end up at work and be the only one wearing a costume. Looking like a rabbit might be fun, but you don't want to be gnawing your carrot around others as they're working away.


• Check with your Human Resources Department or manager to see if this falls into your corporate policy.


• If you are going to wear a costume, make sure to wear something tasteful, not too scary or revealing. Remember that you are in a professional environment and have to upkeep this attitude.


• Try not to wear masks as the can block your vision and cut down on productivity. Try reading what you are typing or writing through really small holes. It's nearly impossible, especially if you wear glasses.

And last of all, have fun with it! Feel proud to be a part of a great office culture!

So, any of you celebrating Halloween? Do you have any more tips to add here? What are you dressing up as? Let us know!

What's next?

Subscribe to The Professional Assistant feeds or get posts e-mailed directly to you today.

Until next time,

Take care - of your clutter!


Post from: Administrative Assistant Tips