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Color-There Is No Substitute
In anatomical illustrations you see the brain's visual system, where the
optic nerve is actually 25 times faster than our audio nerves (hearing). No
matter which processing style you depend on, 90 percent of the sensory
perceptions received by your brain are visual. This is undoubtedly why
color-coding works even for Auditory and Kinesthetic Learners.
In my workshops, even at 50 feet you can see there are three different
manila files as I hold them up. It's the magic of color - that 1/8-inch wide
3-inch long strip of color on the labels is enough to do it. It's a clear
demonstration of how much difference color-coding can make to whether you
can tell one folder from another. And that makes a big difference in how
quickly you can find something.
Only Color-Code What You Can See
What's the only part of a filing system that you can actually see? The top
tabs on the hanging and interior files. That's why you don't need to use
solid-color folders to color-code your drawer files, only for Action files
which you keep on top of your desk. You can use the less expensive manila
files for your Reference, History, and Archive material. This will save you
at least half the money it would cost you to set up a solid color file
system.
Out of Sight, Out of Mind
That's why so many people try to keep everything on their desktop. Except,
there just isn't enough room! You can greatly improve the "visibility" of
your files by using one-third cut clear plastic up-tabs for hanging files to
color code so as soon as you open the drawer, everything in it easy to see
and use.
Do not make the mistake of ordering 1/5 cut tabs on your files or up-tabs.
They are just too small. And the older I get-the smaller those labels get!
When you alternate warm color labels (red, orange, yellow) with contrasting
cool color labels (blue, green, purple) in your file sections, it's even
easier to distinguish each section instantly. Use large fonts or writing on
your labels to reduce your visual fatigue and errors.
Upgrading Your Current system to Color
If you've already got a good filing system going, here's a great way to
punch up visibility inside the file drawer. Take your one third cut colored
file labels, rip off the paper insert that goes inside the plastic up tab,
apply your label directly to the insert, and voila! You've got a color-coded
filing system started. Naturally you want the interior file to have the same
matching color file label.
The key to color-coding is consistency. Once you "substitute" (or stop
using) color labels and matching files in your office, it's chaos all over.
Because you've re-created disorder, you'll never be sure if it's really a
"blue" project or not. Don't pick Parisian Lavender for file label
color-coding. If you use them up and the label color isn't trendy this year
- there goes your system.
Go for primary colors (red, blue, green, yellow) and black and white -
they'll be printing those labels next year for sure. Keep one hanging file
filled with blank manila files and some of each of your colored labels in
the front of the file drawer closest to you at your desk. That way it's fast
and easy to make up a new color-coded file.
Get Your Color-Coding Done for You with File Kits
After fifteen years of working everywhere from executive suites to home
offices, I'm convinced that 75 percent of small business and home filing
systems are the same. It's that other 25% that individuates each business.
Most filing systems are about the business of doing business - or having a
life!
I searched for years before I found FileSolutions(R) File kits, which I
think are the best on the market whether you are an employee or own your own
business.
My corporate employee clients often like the Home file kits (even if they're
organized at work) as it completely distinguishes all of their personal
files. Because so many people work partly at home, it is important to the
blend the systems for both business and home office, while keeping them
separate.
Each of these kits uses a different set of colors for its categories, so you
won't confuse business with personal.
Every FileSolution(R) file kit includes a complete file index book, all the
color-coded pre-printed up-tab paper labels for hanging files. Plus, their
matching pre-printed adhesive labels for the interior file folders you
already have (or new ones). Ofcourse, there are blank labels in every color
to finish customizing your files.
I use the Home and Small Business File kits myself and I recommend them to
my small business clients. Check out these kits at
www.organizer-extraordinaire.com -- they will save you money and time. Plus,
using them is much easier than having your office manager (you?) generate a
business-of-doing-business filing system.
If you have employees, the Business File system is so well documented that
you won't lose time, money and productivity by having a "better" filing
system created every time you change office staff.
You don't have to be a personal productivity expert...
These kits are so well put together, my housekeeper (with no office
experience) set up the tabbed files and matching hanging files, so I had the
"skeleton" of a brand new color coded file system. It's just as easy to
convert your current non-color coded files because it's just putting the new
preprinted color-coded labels on your existing files.
There is quite a selection of File System kits at
www.organizer-extraordinaire.com or you can upgrade your current file system
with the labeling tips you've already seen.
Another advantage to the kits: if you go to the store and buy the supplies
needed to do these color-coded parts of a file system, it's going to cost
you more than the file kit. Let's not even mention the all the time it takes
to figure out categories and decide what colors they should be. Since I use
the Home File System kit along with the Small Business kit in my own office,
I don't hesitate to guarantee them.
Go Forth and Color-Code
No need to reinvent the organizing wheel. There are many products that can
help you, but be sure how you'll use it and where you'll put it. Otherwise
you're just going to end up with a bunch of brightly colored organizers that
you've piled more chaos on.
Now you know the techniques and tools you'll need to succeed with your
color-coding office tune-up. Go Forth and Color Code!
About the Author: Copyright, Eve Abbott All
Rights Reserved.
Eve Abbott's newest book "How to Do Space Age Work with a Stone Age Brain
TM" is available online at
http://www.organizer-extraordinaire.com. Sign up for more time-saving
tips and enjoy free brain quizzes to help you work at your personal best!
"How to Do Space Age Work with a Stone Age Brain TM" is an entertaining,
interactive guide offering free, online assessments to help make your own
personal organizing solutions match your individual work style.
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