filing

[lulu7]

When I began my current AA position three years ago my boss' office was very unorganized.  He had files all over the place.  His previous AA was promoted to a Operations Management type of position.  During my first weeks in the position we had a meeting and he explained he needed his office to be organized.  I filed all his folders and set-up an in box and out box that worked well for one of my previous boss'.  After a few weeks he was not using it and slowly his office began to have stack of files all over the place.  I can't help but feel that he is just really lazy and if he puts his stuff in a file folder he can put it in a hanging folder and put it in his cabinet that is in his office.  For some reason I feel uncomfortable filing in his office when he's in there the majority of the time.  Should I just get over it or sit down with him again and figure something out?  What do other AA's do?  

[Cathy S]

I have a similar situation - if only there really were filing fairies that would just do it!  I wouldn't mind if we had a huge and complicated filing system with some kind of encrypted coding BUT we don't; we have a few folders titled with meaningful names (Bloggs Committee) with sub folders by year and everything is loose filed at the front of the folder - how hard can it be?

{Before you all jump up and down I know some will have more complex file systems and I have worked with those too, but lulu7 seems to have a similar file system to ours}

My solution is not disilmilar to yours except I have provided a timeframe as well.  Is there a regular meeting your boss attends?  My boss has a meeting every Wednesday morning so we have agreed that is when I will do the filing (like you I prefer to get on with filing when my boss is not using his office).  I have provided him with one tray on top of the filing cabinet and whatever gets put in there will be filed - if he prefers to leave things on his desk, that is his choice and he has to live with the consequences.  When I started this job I resolved that I am only responsible for the tidiness of my desk/area; I did previously get into a bad habit of clearing a boss's desk, but it just made him totally incapable!  

Perhaps a 'filing window' could work for you too to reinforce the use of the trays - good luck

Cathy

[lulu7]

Thanks that's a good idea; however, my boss saves everything and makes so many files.  I feel if he can put something in a manilla folder and write the name on it he can open his drawer and stick it in his cabinet. Am I being really harsh?

[Cathy S]

I often think the same with my boss - how difficult is it to reach to the left open a drawer, open a folder and drop the document in?  His perception however is that it isn't his job to file so why should he?  

On the other hand if I have filed it then I know where it is when he asks two days later where it has gone (because he equally doesn't seem able to open the file draw and retrieve a document).

Have you tried restricting your boss' access to manila folders? asking him to simply write on the document neatly which file he wants it filed in and leaving it to you - after all if he can create a new file for every item you will quickly run out of space and the filing system will have duplicated files.  Does he really need a new file for every item?

As for saving everything - another good reason for you to file.  If I find something that obviously doesn't need keeping (screwed up and smoothed again paper with doodles on it - truly) it goes in the bin.

It sounds as if you need to get tougher - afterall it was his request to have an organised office.

Cathy

[Atlanta Z3]

Any chance you can go hi-tech with his files and scan in the documents and then file electronically?   Anything with original signatures (contracts) would be saved and hard copy filed.  The rest could be viewed on his screen and kept organized. (and the paper copy shredded)

You can't be his mother and make him get organized - what I have done with bosses such as this is keep my own filing system as complete as possible and then when they ask for something, make them a copy of my copy.  If their desk/office looks like something exploded so be it.

One of the news shows reported on this - that the "pilers" were actually more productive and organized.  They knew which pile and how many inches down for a doc and didn't "waste" time filing.  I'm a filer and like a clear desk - but part of that is my first office job was payroll/hr and we couldn't leave data around for curious eyes.

[lulu7]

Another good idea!  I'm so glad I found this site.  I may suggest scanning some documents he would like to keep to help eliminate some manilla files.