It is essential for businesses and non profits to create and maintain an effective filing system. Paperwork can pile up quickly, creating clutter on your desk or desktop, making it easier to lose important documents. The disorganization can then fall into everyday work, making it difficult to effectively work as a team or seamlessly support clients.

Creating an effective filing system can be intimidating. There are several things to consider: ease of access, priority, client needs, and business needs. Maybe that pile of paper is overwhelming, so you keep putting it off. Or you have a file system that sort of works but you have no idea where to start re-organizing. Keep on reading for effective tips on creating and maintaining your filing system.

Keep it simple!

First things first, filing doesn’t need to be complicated! Keep your system simple to avoid confusion or feeling overwhelmed. Having a complicated system can make it intimidating to start filing, or tackling the disorganization. A simple filing system makes it easier to commit to memory. So, one day you’ll be filing and not having to think about it!

Store everything in the same location- physically and digitally.

Best practice is to keep all your files in the same place. Physical files can go in the same drawer, digital files on Google Drive, the Desktop, or on a hard drive. Work in progress can sit on one corner of your desk, finished products in the filing drawer. Use whatever makes sense to you.

Create a naming system that makes sense to you.

Just as important as storage, creating a naming system adds another level of organization to your system. You can name files and folders based on the date they were created, the client or document type. For example, the draft for this blog is stored in my google drive as “August 2025 Blog Linklater Admin.” I used the month, type of document, and added my business, since I have other blogs to write for clients. The folder I store the draft in is called: Linklater Admin- Marketing- Blog. The main folder is Linklater Admin, the secondary folder is for marketing purposes, and one of the systems I use are blogs. I also have folders for social media and print files.

Alphabetize your files.

Now that your documents and folders have been named, you might be wondering how to store them. If you used the naming system, a good way to keep the files sorted in storage is alphabetically. If you used the date system, then storing them in chronological order would work best. Most laptops will sort automatically by either system.

File as you go.

The best way to avoid documents piling up is to sort and file them as you go. As soon as your proposal is accepted, put it in the associated folder. This way, the clutter stays minimal and you can focus on urgent tasks.

Develop a file retention system.

The other issue with filing is hanging on to old and outdated files. Maybe you finished work or a project with a client. Does the folder need to stay on the desktop? Having a system to delete or archive documents and folders is just as crucial as sorting. For example, I delete my clients folders on the desktop as soon as they are logged in Quickbooks, or the quote has been sent.

Be consistent.

Remember: keep it simple and stay consistent! Name folders the same way, file things as soon as they’re done, delete those old files at the same time. The more you keep the tasks the same the more likely it is you’ll remember the details.

Creating, readjusting, and maintaining a filing system can be a daunting task. I hope these tips help you tackle the paperwork and feel more prepared. If you still feel stuck, reach out by email or on the website to book a consultation meeting with me. I would be happy to help you organize!

7 Easy Ways to Improve Your File Organization System