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susan silva
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« on: November 25, 2009, 10:18:53 pm » |
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Ok, I get my "sound off" ideas from many places. Today I was watching a video, just a random video and the guy speaking had a stacking rack of manila folders. No big thing, everyone has folders. Then I thought, I wonder if he uses colored folders as well, I wonder how many are using color vs the traditional manila color folder. I looked at my files and have moved to all color folders.
What about your office? Do you use the traditional manila folder or have you moved to color? Even my hanging folders are color coded, not the traditional army green. But then, I have my own system, I can see where larger companies would still go for manila to keep consistent. Let me know what your company uses and which you prefer!
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Cathy S
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« Reply #1 on: November 25, 2009, 11:11:27 pm » |
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With one exception my preference is for transparent/translucent coloured folders.
My 'tickler file' colour system is essentially traffic light based - RED things I have on hold/wait - typically a project which has been progressed to a final draft itinerary but the event is in two months time; AMBER for things in progress/awaiting responses from ANO - typically awaiting a receipt to file an expenses claim; GREEN for current action items - typically a set of meeting papers or itinerary for the next 24 hours.
In addition I use purple and emerald green envelope type folders for longer term projects - I do a lot of work which isn't suited to filing in ring binders - which I am not a big fan of anyway!
The only time I use manila folders is to circulate a greetings card for signature - because it is not transparent and it is really so inconspicuous around the office on each desk in turn.
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gee4
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« Reply #2 on: November 26, 2009, 09:00:17 am » |
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If only Susan  . We have an in-house stationery store from which we request various items. Whatever is in store is what we use. However if there is a demand for something other than what's in stock, we can order from an outside supplier, with approval of course. Would be nice to use the red, amber, green system though. |
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peaches2160
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« Reply #3 on: November 26, 2009, 09:41:56 am » |
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Right now we are in major cost containment mode and use, re-use and I mean re-use folders. I have some I have re-used so many times the tab finallycame off with the label I was trying to remove. I do like using the colored systems, but at the end of the day right now, a folder is a folder and we use what we can get.
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peaches2160
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« Reply #4 on: November 26, 2009, 09:47:09 am » |
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Just a side note, Before our cost crunch, I had ordered a color system of vinyl tabbed pocket folders. They are durable and will last forever. I have started using them more and more especially for the boss when traveling. I arrange a "meetings in a box" if you will for him that he slips into his briefcase. All fit into an expandable file. Travel and Logistics note go into the first folder, and subsequent materials and notes follow in labeled folders. I find myself using and reusing these durable vinyl folders more and more.
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rose.winter1980
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« Reply #5 on: November 26, 2009, 12:30:17 pm » |
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I think that colour-coding files can be very useful. I use manila for main filing, blue for personnel, orange and yellow for two special aspects of my work. If I see files lurking anywhere in those colours, then I home in on them! LOL.
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officepa
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« Reply #6 on: November 26, 2009, 12:57:35 pm » |
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In the past I tried to use colour coded files and folders - ideally only 3 - red, yellow and green. It worked for me as I could see at a glance what I needed to grab. I did try using coloured post-it notes at one point - ie anything on pink was urgent, yellow was waiting for a reply and so on but this system fell down when my stock ran out and we were only allowed to order yellow. Currently I have to use what I can get. We have to order the cheapest and this is usually a buff coloured one. We also are having to re-use as much as possible so they do tend to get quite tatty. In magazines I see advertisements for stationery items with a secretary sitting in a perfectly tidy office surrounded with coloured coordinated files and folders and dream..............  |
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Chatham Lady
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« Reply #7 on: November 26, 2009, 02:57:09 pm » |
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In our office we are using and reusing what we have in stock. As I order office supplies I have some influence on what we get but orders have to be counter-signed by my line manager and the budget holder. I try to keep costs down to the minimum. Again it would be nice to have a colour-coordinated system here but we're all making do during the credit crunch.
I'd love to have someone help with my filing let alone sit in a perfectly organised coordinated office. Years ago I worked in a legal department which had it's own filing clerk. Those days were bliss as she was very organised and highly efficient in her work and fantastic at keeping everything under control.
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officepa
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« Reply #8 on: November 26, 2009, 03:08:06 pm » |
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I too have worked where there was a part time lady who came in for the afternoon on a Wed, Thur and Fri each week and filed all general documents in my department. She was brilliant and this worked very well. Everything was in its place and easy to locate. It therefore allowed others to work without the time consuming job of filing.
I actually like filing but it can be time consuming. Documents and papers build up so quickly it amazes me at times where it all comes from.
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Chatham Lady
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« Reply #9 on: November 27, 2009, 11:19:36 am » |
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I also think filing is like ironing. Why? Well as soon as you have think you have reduced the pile (papers/laundry) there's another lot to be sorted and put away.  |
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peaches2160
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« Reply #10 on: November 27, 2009, 06:47:50 pm » |
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Fortunately, my boss is on a mission to go paperless:) I file very few things anymore as we have online document storage and retreival. I love it!
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Cathy S
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« Reply #11 on: November 27, 2009, 08:04:58 pm » |
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That's my sort of filing system too ... 10 years ago - before such things were commonplace - I lead a project to move an 18 strong secretarial team to using a document management system. We had had a high turnover of secretaries and higher than acceptable levels of sickness (company culture was the main reason!) and so frequently we couldn't access complex documents started and stored on a particular home directory - completely inefficient AND we had no concept of avoiding sharing passwords - nightmare! We created our own inhouse system based on our Lotus Notes server. It was so successful it was fully adopted by a 100 strong technical team as well and was still running when I left 5 years later. We didn't get as far as scanning all incoming documents to go totally paperless - partly down to volume of incoming and partly because the situation regarding Revenue documents wasn't certain (as an accountancy practice we handled many Revenue documents for our clients). I was - and still am - extremely proud of the system we created; a cross discipline team working together to scope, develop, roll out, train and troubleshoot the system, buy-in from a larger user base and longevity - project manager's dream  |
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Tabby L
Newbie
Posts: 13
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« Reply #12 on: December 02, 2009, 03:35:08 am » |
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My personal files are colored, but for the office files we use manila. We re-use the manila folders until they are totally worn out. We do use colored sticker tabs for our manila ones that are color coded.
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