How can you create an easy-to-follow labeling system for physical files and supplies?

1 Choose a consistent format

The first step is to choose a consistent format for your labels. This means using the same font, size, color, and style for all your labels. You can use a label maker, a computer printer, or a handwriting tool, depending on your preference and budget. The key is to make sure your labels are clear, readable, and uniform. You can also use icons, symbols, or images to add visual cues to your labels, as long as they are relevant and not distracting.

2 Categorize your files and supplies

The second step is to categorize your files and supplies into logical groups, so that you can easily sort and find them. You can use criteria such as function, frequency, owner, and status to categorize your files and supplies. For instance, you can group invoices, receipts, contracts, reports, etc. by daily, weekly, monthly, quarterly, or yearly use. Or you can group files or supplies by department, project, client, or team member. Additionally, you can also classify files or supplies by pending, in progress, completed, or archived status. You can decide how many criteria to use and create subcategories if necessary. This will help you organize your files and supplies more efficiently.

3 Label your files and supplies

The third step is to label your files and supplies according to the categories you have chosen. You can use different methods, such as alphabetical, numerical, chronological, or color-coded labeling. For example, you can label your files by client name, invoice number, due date, or department color; and your supplies by product name, SKU number, expiration date, or urgency color. You can use one or more methods to label your files and supplies depending on your needs and preferences. Combinations of these methods can also be used to create more specific labels if needed.

4 Store your files and supplies

The fourth step in organizing your files and supplies is to store them in a way that matches your labeling system and makes them easy to access. You can use various storage solutions, such as folders with labels on the front, spine, or tab; binders with labels on the cover, spine, or tab; boxes with labels on the top, side, or front; and bins with labels on the front, side, or top. You may choose one type of storage or combine multiple types to create a more efficient system. Additionally, you can use different colors, sizes, or shapes of these storage solutions to differentiate your categories or subcategories. Furthermore, you can use inserts, trays, compartments, dividers, pockets, tabs, baskets, or hooks to organize your files and supplies inside these containers.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?