Some productivity experts suggest that you shouldn’t use hanging files because they take longer to just whip out a new folder for something. They suggest using regular plan folders, so you can grab one and make a new folder when ever it is needed.
This makes sense, but I think I’ve reached the best compromise with my hybrid approach.I use hanging folders for major categories and then put regular folders in for subcategories. For example, I might have “Education” as a hanging folder and then individual normal folders for each year or each class, depending on how I’m organizing things. I have a hanging folder for “Taxes” and then a regular folder for 2006, 2007, and 2008.
By using this hybrid approach I can easily add another folder by grabbing one, writing a topic on it and sliding it into the most closely related hanging folder. If there is no related hanging folder, I can grab a hanging folder and use it with out a label until I organize my files again. The normal folder sticks up enough that I can see what the contents are.
I use hanging folders almost exclusively. I always feel that plain manilla folders are kind of sloppy in drawers.
For me, hanging folders stay neater in my filing cabinet, and it’s easier to file things in them without getting paper cuts.
I’ve color coded my files
Green = financial
Blue = reference
Yellow = tax related
I keep a few of each color in the back of the drawer. When I need a new folder, I just write the subject on a post-it note, then update my index spreadsheet with the date the folder was created.
When I get several folders that have sticky-note labels, I print up labels from my index spreadsheet.
I don’t use inserts on the plastic tags, instead opting to put the labels directly on the tag.
It’s very tidy and easy to use.
Oh, and a bit of whimsy – the blue folders are all different shades – and I have one orange folder that holds all my season ticket info for my favorite hockey team.
I do the same thing, using the hybrid blend. Hanging folders to keep the appropriate files in a batch like taxes, investments, insurance, etc… And separate folders for tax year, insurance and FSA, retirement and investments, etc… I find this very easily accessible and less time consuming when I need to pull a certain folder.
Great post that will help others who are looking to organize their paperwork
I’ve never liked hanging folders.
Once I got introduced to single file pockets I was a believer.
You can buy them in various widths and colors or plain.
I wait until they’re on sale – sometimes even when they’re not.
You can buy and put on removable colored sticky tags until you’re ready to make permanent ones.
There are permanent colored plastic divider tabs that you can put on the top vertical edge of the file pocket (either the front edge or back edge).
Like the hanging folder permanent divider tabs, you can use the inserts provided or just stick labels that you print or write on, onto the plastic tab.
Ruth – What are these single file pockets of which you speak? Do they go by any other name?
Sorry for the delay in replying, Teresa.
I was surprised that the file pockets and expanding file pockets that I was talking about are, in fact, made by Pendaflex.
Not only that but I noticed that Pendaflex has, also, incorporated their expanding file pockets into their hanging files. It’s, basically, expanding file pockets with hooks.
Anyway, I still prefer the ones without the hooks (the ones that don’t hang) by Pendaflex.
Here are pictues of both kinds (the expanded file pockets and the hanging expanded file pockets). (See the links to the Web sites below):
http://snurl.com/u9wnv [www_staples_com]
http://snurl.com/u9wwb [www_staples_com]
Hi Teresa,
I found some more pictures of the expandable file pockets. There are two kinds that are very unusual. One type has a form on the front of it to record different index information regarding the contents of the expandable file pocket and another type has a shape that conforms to a filing cabinet without being a hanging folder. The last type just shows that you can get bright assorted colors – not just the kind that were shown in my previous post. It, also, emphasizes that the front is somewhat shorter than the back for more easy access to the contents of the file pocket. Oh, and if you prefer to use a *particular* color, you can buy it, you aren’t limited to just the assorted colors. These expandable pockets are available in letter or legal size . . . your choice. Please see the links below:
http://snurl.com/uaro3
http://snurl.com/uaron
http://snurl.com/uarp5
How to create file pockets for free.
I no longer have money to purchase new expandable file pockets so I took a tip from a Web site page somewhere and have been using it ever since. It’s great for recycling.
This tip is just for dry cereal eaters and only those that buy cereal in the 12 oz. Boxes. LOL
After you finish eating the cereal inside the box cut one side of the spine off, then tape the top part of the cereal box shut. Turn the box on its side and you have a single file pocket. If you want to decorate it for subject identifying or just aesthetic purposes you can use contact paper that you already have or even existing gift wrapping paper to cover it (maybe, you have other ideas as to what to use) or, maybe, you prefer to use it without covering it with anything.
The height of the file pocket will be somewhat shorter than your papers that you file but it’s not a big deal . . . at least not for me as I use them at home.
These file pockets hold A LOT of papers. They can be used to store other items as well.
This is a wonderful idea. At more then $3 each, the store bought file pockets are expensive given the numbers of files a household usually needs. Also, the idea of recycling is better than cutting down the trees that give us oxygen. Thanks for writing about this.