Filing papers is easy while finding them again is the hard part. Setting up an efficient filing system takes time but if you create files that make sense, use the right filing tools and make your files fit your working style, your filing system will work for you. Check out these common filing mistakes along with a few simple solutions:

There's "what not to wear." This is "how not to file."

Forgetting where you’ve filed something. Give your files names that you’ll remember by using word association. Whatever word will help you find a piece of paper when you need it is what you should name a file.

Using manila (interior) folders without hanging folders. Label hanging folders with a general category and use interior folders inside as subcategories. When you have four or more interior folders within a hanging folder, create another main category.

Creating too many categories for papers. The hanging/interior file system will work if you create specific files instead of too many general categories. The more specific you are when you name your files, the better.

Filing papers between hanging folders. When you’re in a hurry and you want to clear your desk or at least reduce the stacks of paper on your desk, it’s easy to misfile something. Hanging folders are invaluable to a good filing system but if you’re not paying attention, you can accidentally file papers between two hanging folders. I’ve done that and it’s incredibly frustrating!

Shuffling through interior folders to find recent papers. When you file a piece of paper, put it in the front of the interior folder instead of dropping it randomly into the file. You’ll save time flipping through older papers that you probably don’t need anymore.