When it comes to organizing your office, one of the most important things to consider is your filing cabinet. Having a well-organized filing cabinet can cut down on the amount of clutter you have and help streamline your overall work flow. Here are some tips for organizing filing cabinets that will make this task much easier to do.

Eliminate Clutter

Chances are your filing cabinet already contains outdated paperwork you no longer need. As such, the first step in organizing your files should be to eliminate clutter. Most files are no longer needed after two years, with the exception of tax records, which should be maintained for seven years. Shred and discard any documents that are older than that to give you more room to work in.

Each Drawer has a Purpose

If each drawer of your filing cabinets has its own purpose, filing won’t be difficult to keep up with. Have one drawer for accounts payable, another for receivables and a third for payroll. Clearly label the front of each drawer so you know what goes where.

When labeling individual folders, there is no right or wrong way to do this. Think about what would trigger your memory, and then label your folders accordingly. If you’re more likely to remember a name, alphabetical filing would work better; however, filing by date is a better choice if you tend to remember when something happened.

Reduce Large Files Down

Reduce your thicker files to make them easier to access. Do this by separating them into two or more file folders that contain more specific information. For example, if you have a large file for one customer, you could break items inside that file down into date range, product type, etc.

You could also choose subcategories for a particular folder. When using subcategories, label a hanging folder with the main categories, and then write the subcategory on the tab of a manila folder inside it. Using file folders with tabs going all the same way will better help you locate categories and subcategories.

Make Cabinets Easy to Access

Even if your filing cabinet is well organized, workers may still put off filing paperwork if it is difficult to access. Make sure your cabinet is in an easy-to-access area, and documents are more likely to be filed in a timely manner.

These are just a few tips you can use to keep your filing cabinet neatly organized. If you or your business is in the market for filing cabinets, feel free to contact us. Our team can help with all your office needs.

Is the big conference room a thing of the past? Both management and employees find the new trend of moving the conference tables out of single-purpose conference rooms a welcoming one. The trend is moving towards smaller, more efficient meetings in spaces that foster comfort and collaboration. But taking advantage of that change needs some advance planning. Here are some questions to consider when reorganizing your office:

Do you really need a big, traditional conference room?

This depends on your business. If you have a lot of confidential meetings with clients, you probably need a proper conference room. But consider how many people usually use that room? Is it tied up most of the day with only four or five people? Could you use a smaller table, for a cozier, more collaborative feel? Or break the room into two rooms with a divider?

How many conference tables do you need, and what size?

First, decide how many people, on average, will be using the tables. If your business is made up of teams who need to meet frequently, consider the size of the team. If most of your teams consist of four to six people, you’d be better off using smaller tables. A big plus is that smaller tables can always be pushed together when necessary.

Where do you place the tables?

Gone are the days of shoving a table in a windowless space. Many studies have shown that natural light — especially Louisiana light! — and views foster creative thinking: a cheerful space relaxes people. Consider getting rid of or reconfiguring some cubicle or other space to make new meeting space.

Professional planning can help you solve your space concerns for a more productive workspace. Contact us for a professional assessment of your space.

If you can’t decide between new and used cubicles, buying refurbished ones could be a better option. Refurbished cubicles tend to be in better shape than most used ones, yet cost less than brand new pieces. Below are some points that will help you choose the right refurbished cubicle for your office.

Degree of Refurbishing

Refurbished cubicles vary a great deal in the degree of revamping they have experienced. Some may simply have new fabric or panels added to give them a new appearance. Others will have their hardware, shelving and countertops renewed as well. The extent of refurbishing can affect the appearance and cost of your cubicle, so it’s important to carefully balance your needs against your budget to find the best deal for your money.

Warranty

Companies that refurbish cubicles all provide different warranties. These can range anywhere from one to five years. Even so, there may be some restrictions involved with some of the longer warranties regarding the replacement of key components such as cabinetry. Be sure you know what type of warranty is being offered and what if any exclusion apply. That way, you won’t get caught off guard should you need to file a claim later.

Other Considerations

There are certain other things you should think about, including:

• The design of your cubicles, and whether or not they match your existing office furniture
• How easy it might be to modify cubicles in the future
• Whether or not panels are easily adjustable to allow for privacy
• Whether or not they provide ergonomic support for your employees

These are just a few things you should think about when choosing refurbished cubicles. To see the huge selection of refurbished cubicles we have available, please feel free to contact us.