Institute of Secretarial Studies

This series will focus on tips for improving and getting the most out of your filing system.

As a modern Office Professional, you need to have a broad range of computer skills and an uncanny ability to fully utilise available resources to do your job more effectively.

Creating a filing system that works for you is like finding the pot of gold at the end of the rainbow. An effective filing system will put you back in control, enhance your professional image and increase your productivity. It will also eliminate the agonizing experience we all share 'filing'. Not remembering where you may have put something, is a painful experience and a waste of your time!

Are you ready, well let's get started!

Tips for improving your filing system

People often ask "Why is filing so important"', well that is simple, we always need a back-up, or proof, of document to refer to. Yes, I agree, we should be aware of printing unnecessary clutter, 'Go Green', but who knows when technology will fail us, power goes down etc. Importantly, when we are away from the office, other staff members need to be able to access these documents in order to continue where we have left off! So ensuring that you have an effective filing system is important.

Separate "working" from archival material. We have two basic types of files: temporary (working) and permanent (archival). To determine when and how often a file will be used should tell you which category it will fall into. Temporary files include the following:

Action items - frequently used items requiring regular decisions and action
Project items - plans, notes and documents related to current and new projects
Reading items - must-read materials from any source
Label working files. Label action, project and reading files by purpose for function - e.g., 'Prospects," "Marketing" and let's not forget "Education". I propose that you use broad, generic headings that are useful and meaningful to you. If the files are shared, the categories and headings must make sense to everyone involved.

Choose locations and fixtures. Ensure that you proactively decide who will be using the files, when they will be used, and how much room is available for storage. The location of your files should be determined, should they be close to your desk for frequent retrieval? Should they be centrally located, accessible to several people? Is security a factor? Consider choosing appropriate fixtures for holding files. "Hot files" are receptacles that attach to the wall next to you and hold about 100 sheets of paper. File cabinet can be vertical, lateral or open shelf. Choose wall storage units or rolling file racks. The type of organizing fixture depends on your space and requirements and of course we need to consider our budget. A reminder that binders work well for storing articles, newspaper clippings, reports, job descriptions, policies and procedures, and other important reference materials.

Arranging your files. Once you have the appropriate fixtures in place, decide how you want to arrange your files.

I suggest you consider the following choices:

Alphabetical (great for client or customer name files)
Subject (a good choice if you're using subfolders)
Numerical (excellent for dated materials, such as purchase orders and bills)
Geographical (appropriate if you have satellite operations)
Chronological (a good solution for back-up files that need to be set up by month)
Tickler files (great for very detailed tasks, such as tracking bills, correspondence and reading materials. Set up tickler files by the day, month, and/or year)
Special filing categories. Product samples, photos and catalogues are examples of items that don't readily fit into file folders. Organising fixtures for filing or storing such items could include:Boxes that hold both samples and hanging file folders

Cardboard, metal or plastic holders (great for magazines and catalogues) that sit nicely on your bookshelf
Tubes that accommodate large, rolled-up prints or maps
Large envelopes that hold oversized papers in the bottom of a file drawer
'Remember - having an effective filing system will become a pleasurable experience - no more procrastination - just give it a try'

I trust that these tips have answered some of your concerns or questions on how to incorporate an effective and user friendly filing system in your work place.

Happy filing!
 

You know how important it is to make a good first impression, but sometimes - no matter how hard you try - you're going to blow that initial meeting. It happens to the best of us.

A negative first impression will likely have one of three causes: a personality clash, when there is just something about one of you that the other person doesn't like, and you get off on the wrong foot; a verbal gaffe, when you say something and can't believe those words actually came from your mouth; or poor manners, which might range from being late, to having poor phone etiquette or even bad table manners.

Whatever the reason, when you've created a poor first impression, the worst thing you can do is to do nothing. Until you do something, it will continue to fester. It will get worse, and the other person is going to tell people about what you did. At some point, it will affect your career.

So what can you do? Try this five-step approach:

First, acknowledge the situation. As soon as you realize you've made a mistake, bring it out into the open with an acknowledgment. If you made a verbal misstep, say, "I don't think that came out right." If you committed a breach of etiquette, let the other person know you're aware of what you did.

Second, offer a solution. Do what you can immediately to correct the situation. A misstatement may be corrected with a simple rephrasing. A spilled drink may require some assistance with the clean-up. Of course, some situations simply can't be corrected; in those cases, make it clear that you would if you could.

Third, try to make amends or seek forgiveness. Depending on how serious the situation is--for example, were you ten minutes late, or did you forget an appointment altogether?--do something that reinforces your regret and positions you in a favourable light. This could be a verbal or written apology, or a small gift. A sense of humor can be a tremendous asset at this stage. If possible and appropriate, create an experience in the mind of the other person that lets them know you're apologetic, but that you also see the light side, and you hope they will, too.

Fourth, return the relationship to a neutral zone. In many cases, whatever you do to make amends will naturally take the relationship from negative to neutral. In most situations, people are willing to forgive and start over.

And finally, try to make a transition to positive ground. This is your chance to try to take the relationship to where you wanted it to go in the first place. You might invite the other person to dinner, send them tickets to a show or sporting event, or do something else that you know they'll appreciate.

Throughout the process of correcting a poor first impression, never make excuses for what you did.
 

SIMPLE ADMIN TIPS

I'm all about making life easier. Sometimes the quick way is the better way! I have a few tips/tricks that I've been using for so long and to me, are simple, so I assume that everyone knows them. Alas, sometimes I'm wrong. So just to share them:

Running multiple programs? Dumb question, when are we not? If you hold down the ALT key and tap TAB then you can cycle through your open programs. Just keep hitting TAB until you find the program you're looking for.

In Windows you can open up the Windows Explorer easily by pressing the flag key (looks like a flying MS logo) and M. Pressing the flag key on it's own opens up the start menu.

You can insert the current date in an Excel spreadsheet by holding down CTRL and pressing the ; key.

In Word if you need to go back to a section you were just editing, press Shift F5.

Change your outgoing VM message every day. Coworkers and clients will know you're in the office and not have to wonder. If you have a long meeting or training, mention that too.
 

KINDLY NOTE THAT WE HAVE NO PAST OR CURRENT AFFILIATION OR ASSOCIATION WITH THE INSTITUTE OF PRIVATE EDUCATION AND HAVE NO INTENTION OF AN ASSOCIATION WITH THEM IN THE FUTURE SO WE KINDLY REQUEST THAT NO ENQUIRIES ARE DIRECTED TO THEM.