When it comes to organization, it is hard to beat a good color coding system. It is one of the best ways to quickly access information and to set up a system that others can use even when you are not in the office to find items that you need. Color coding is a great tool, but you must use it effectively or you may find that you are spending more time deciphering your color code than you are finding your target information.
Here are three different ways to color code your files:
- Code by number
When coding by number, you assign a color for each number 0 through 9. This is a great system if your files are organized by number or if you use a lot of different dates to sort your files. However, if you have a complicated numeric system for your files, you may need to assign additional colors in the spectrum beyond the initial nine to help identify misfiles.
- Code by letter
If you categorize your files by letters – either names or other alphabetical designations – then color coding by letter can be useful. In this instance, you will need a spectrum of 26 colors in order to color code by letter. Some offices actually make the letters themselves large and colorful, while others opt to use the file folders to create the color spectrum. Color coding by letter can be combined with color coding by number to create a more elaborate system, but in this case the main benefit of this decision is that it creates a system in which misfiles are easily apparent. It can still be quite difficult to navigate.
- Code by topic
If you have a manageable number of topics of types of files, then you may choose to color code by topic. You simply need to assign a color to each type of file, then alphabetize within each color.
You will need to take a close look at your file contents to determine what is needed for your personal color coding system. Color coded filing prevents misfiling since an out-of-order file is immediately apparent, and you will love the ease with which you can file things and find things at your fingertips.
