My $50 Filing System Makeover
I don't function in a mess. At all. So when it comes to keeping things tidy and organized I become a little obsessive. I sit at my desk every morning and tackle the pile of papers that appear during the day. On that note, the "paperless" society is surely a figment of our imaginations - I seem to have more paper than ever coming into the house.
Over the Christmas/New Year break I took the opportunity to completely reorganize, rearrange, redecorate and redo my office. It was organized and I could find the things I needed because I archive and toss every year, but it has been about 7 years since it was completely stripped back and done thoroughly.
The folders were getting old and tatty and I wanted to update my filing system to make it easier to grab and go (so to speak). Hannah and I went to Officeworks and were in stationery heaven - then we remembered we were also on a budget and what we bought had to be practical too. That Martha Stewart range of office accessories is gorgeous but just wouldn't stand up to the wear and tear it would get in my office so cheap and sturdy it was.
After wandering around, almost drooling with delight at the beautiful array before us, we settled on coloured lever arch folders and matching document boxes that match with the organizers I already had. I bought eight folders and four boxes and a pair of paper scissors and headed home ready to tackle the mess.
There are a couple of vital things for a workable home filing system, whether it's for home or business or both (as mine is):
1. Somewhere to work
This is where you pay bills, write shopping lists and meal planners, manage your Spending Plan. It doesn't have to be an office, it doesn't even need to be a desk. Just find somewhere you can spread out a and make it work for you.
1. My desk. It's where I do all the things above plus answer emails, take phone calls, work on articles, research stories and TV segments, write my books and anything else Cheapskates related. I love my desk and the matching shelf units. The printer sits in one corner, handy as I print something every day (packing slips, invoices, workshop notes etc.). There is a lamp with a flexible gooseneck that I use all the time. I love that I can adjust the lamp to suit whatever I'm working on and get the light where it is needed. I use a desk mat to protect the top of my desk (and a chair mat under my chair to protect the carpet). The shredder is tucked underneath so I can just drop papers into it and turn it on.
2. My desk has a filing drawer unit with a smaller drawer on top that holds black and blue pens, a red pen, a green pen, a black Sharpie, sticky tape, stamps, scissors, stapler, staples, ruler and bulldog clips. The actual filing drawer used to hold files. Now it is empty. The whole unit slides in under my desk, with about 10cm of space between it and the desk. On this extra "shelf" I keep the hole punch, my reading glasses and a huge tub of paperclips. Oh, and a pile of my favourite CDs to listen to while I'm working. I love music in the background while I'm working.
Everything came off the desk and it was dusted and then cleaned with Miracle Spray. The pencil drawer was emptied completely and then wiped over with, yes, Miracle Spray. The insert was vacuumed (it's a felt type of thing) and put back in place.
Here's where it was hard: I had to go through the contents of that drawer and reassign or toss the things I didn't really need. Everything else was put back neatly. It does look rather spiffy now it's all tidied up.
The filing drawer was emptied completely. I'm not using suspension files this year, I'm trialling using folders, dividers and page protectors. It was a good opportunity to go through and archive the paperwork I need to keep and shred the rest. The archived paperwork has been put into a cardboard box, labelled, sealed and stashed in the attic. If I need to get to it for any reason I can.
2. Somewhere to keep paperwork (your actual filing system)
This is where you keep those paid bills, your Spending Plan and other important documents you need to keep. It could be a filing cabinet or an expanding file (or two or three or more) or a cardboard box. It doesn't really matter what the container is as long as it is sturdy enough to hold all your files and you can get to it easily as soon as you need to.,
I use bookshelf units. Both have cupboards underneath that hold the laminator, the binder, laminating pouches, binder covers, glues, paints, coloured paper, printer paper, paintbrushes and other craft materials I use regularly to create new crafts and samples for the websites. The open shelves on one unit hold my reference books. The shelves on the other side hold the folders and boxes that are now the backbone of my new filing system. They are within reach of my desk, I can just reach across and slip whichever folder I need out, then slip it back into place when I've finished with it. So easy!
I made the switch from suspension files and manilla folders to lever arch folders and file boxes this year. These are colour coded for different purposes (and because I like pretty colours). Most of the filing is done in lever arch folders. The folders are for filing, using tabbed dividers to keep the categories in order. The boxes hold things that don't go into folders: post satchels, printer cartridges etc. This is where the bulk of the $50 was spent - updating the folders. We found them at Officeworks on sale for back to school. I love back-to-school sales. I bought nine lever arch folders and four document boxes.
I've labelled them to suit the categories I need:
Folders:
Boxes:
Magazine holders:
These I already had and they are in excellent condition. Not that I have a lot of magazines but these keep loose sheets tidy until they are scanned, filed or tossed. They also hold lined paper and sheet protectors.
If you've completed the Saving Revolution you will probably remember Lessons 4 and 5 are focussed on getting a working area and a filing system set up. Those lessons go into much more detail on how to do this, so go back over them if you need a refresher.
On the side of the shelves facing my desk I have hung wall pockets. These are brilliant and one of the best things I've added to my office. They were $5.45 each and are self-sticking using the pull tab to remove system so if they need to come off they will, without leaving a mark. I can slip bills waiting to be paid, notes I need to follow up on and research notes into them, keeping them of my desk but still within reach. I love them!
ily.
It is a simple system, but it works. I can put my hands on what I need immediately and I know that if anyone else ever needs to find something for me I can tell them exactly where to find it.
My filing and paperwork is well and truly under control and by recycling dividers and page protectors and making my own labels, the whole revamp came in at under $50 and I am thrilled with my "new" office and the $50 price tag.
Over the Christmas/New Year break I took the opportunity to completely reorganize, rearrange, redecorate and redo my office. It was organized and I could find the things I needed because I archive and toss every year, but it has been about 7 years since it was completely stripped back and done thoroughly.
The folders were getting old and tatty and I wanted to update my filing system to make it easier to grab and go (so to speak). Hannah and I went to Officeworks and were in stationery heaven - then we remembered we were also on a budget and what we bought had to be practical too. That Martha Stewart range of office accessories is gorgeous but just wouldn't stand up to the wear and tear it would get in my office so cheap and sturdy it was.
After wandering around, almost drooling with delight at the beautiful array before us, we settled on coloured lever arch folders and matching document boxes that match with the organizers I already had. I bought eight folders and four boxes and a pair of paper scissors and headed home ready to tackle the mess.
There are a couple of vital things for a workable home filing system, whether it's for home or business or both (as mine is):
1. Somewhere to work
This is where you pay bills, write shopping lists and meal planners, manage your Spending Plan. It doesn't have to be an office, it doesn't even need to be a desk. Just find somewhere you can spread out a and make it work for you.
1. My desk. It's where I do all the things above plus answer emails, take phone calls, work on articles, research stories and TV segments, write my books and anything else Cheapskates related. I love my desk and the matching shelf units. The printer sits in one corner, handy as I print something every day (packing slips, invoices, workshop notes etc.). There is a lamp with a flexible gooseneck that I use all the time. I love that I can adjust the lamp to suit whatever I'm working on and get the light where it is needed. I use a desk mat to protect the top of my desk (and a chair mat under my chair to protect the carpet). The shredder is tucked underneath so I can just drop papers into it and turn it on.
2. My desk has a filing drawer unit with a smaller drawer on top that holds black and blue pens, a red pen, a green pen, a black Sharpie, sticky tape, stamps, scissors, stapler, staples, ruler and bulldog clips. The actual filing drawer used to hold files. Now it is empty. The whole unit slides in under my desk, with about 10cm of space between it and the desk. On this extra "shelf" I keep the hole punch, my reading glasses and a huge tub of paperclips. Oh, and a pile of my favourite CDs to listen to while I'm working. I love music in the background while I'm working.
Everything came off the desk and it was dusted and then cleaned with Miracle Spray. The pencil drawer was emptied completely and then wiped over with, yes, Miracle Spray. The insert was vacuumed (it's a felt type of thing) and put back in place.
Here's where it was hard: I had to go through the contents of that drawer and reassign or toss the things I didn't really need. Everything else was put back neatly. It does look rather spiffy now it's all tidied up.
The filing drawer was emptied completely. I'm not using suspension files this year, I'm trialling using folders, dividers and page protectors. It was a good opportunity to go through and archive the paperwork I need to keep and shred the rest. The archived paperwork has been put into a cardboard box, labelled, sealed and stashed in the attic. If I need to get to it for any reason I can.
2. Somewhere to keep paperwork (your actual filing system)
This is where you keep those paid bills, your Spending Plan and other important documents you need to keep. It could be a filing cabinet or an expanding file (or two or three or more) or a cardboard box. It doesn't really matter what the container is as long as it is sturdy enough to hold all your files and you can get to it easily as soon as you need to.,
I use bookshelf units. Both have cupboards underneath that hold the laminator, the binder, laminating pouches, binder covers, glues, paints, coloured paper, printer paper, paintbrushes and other craft materials I use regularly to create new crafts and samples for the websites. The open shelves on one unit hold my reference books. The shelves on the other side hold the folders and boxes that are now the backbone of my new filing system. They are within reach of my desk, I can just reach across and slip whichever folder I need out, then slip it back into place when I've finished with it. So easy!
I made the switch from suspension files and manilla folders to lever arch folders and file boxes this year. These are colour coded for different purposes (and because I like pretty colours). Most of the filing is done in lever arch folders. The folders are for filing, using tabbed dividers to keep the categories in order. The boxes hold things that don't go into folders: post satchels, printer cartridges etc. This is where the bulk of the $50 was spent - updating the folders. We found them at Officeworks on sale for back to school. I love back-to-school sales. I bought nine lever arch folders and four document boxes.
I've labelled them to suit the categories I need:
Folders:
- Spending Plan
- Banking
- Bill Paying System
- Meal Plans & Shopping Lists
- Receipts
- Business
- Workshops
- Book Sales
Boxes:
- Business
- Superannuation
- Post Satchels
- Labels
Magazine holders:
These I already had and they are in excellent condition. Not that I have a lot of magazines but these keep loose sheets tidy until they are scanned, filed or tossed. They also hold lined paper and sheet protectors.
If you've completed the Saving Revolution you will probably remember Lessons 4 and 5 are focussed on getting a working area and a filing system set up. Those lessons go into much more detail on how to do this, so go back over them if you need a refresher.
On the side of the shelves facing my desk I have hung wall pockets. These are brilliant and one of the best things I've added to my office. They were $5.45 each and are self-sticking using the pull tab to remove system so if they need to come off they will, without leaving a mark. I can slip bills waiting to be paid, notes I need to follow up on and research notes into them, keeping them of my desk but still within reach. I love them!
ily.
It is a simple system, but it works. I can put my hands on what I need immediately and I know that if anyone else ever needs to find something for me I can tell them exactly where to find it.
My filing and paperwork is well and truly under control and by recycling dividers and page protectors and making my own labels, the whole revamp came in at under $50 and I am thrilled with my "new" office and the $50 price tag.