So many things to file, yet so little time! (Okay, I know, that’s a stretch, but it does happen!).

Have you ever wondered how some people seem to accomplish so much while you seem to always be at the starting gate? Chances are good that the ‘doers’ are generally quite well organized. But that’s only half the equation.

Besides having a place for everything and everything in its place, your records classification system has to enable your productivity. If it is hampering your productivity, consider why that is... Here are a few possible reasons:

• You don’t know enough about the classification system—ask for training.
• You don’t know enough about your organization’s functions—talk to someone, read the annual reports, mission statement, vision statement, goals, objectives … anything you can get your hands on (including the file lists and records classification system!).
• Maybe your office does not have enough resources to maintain the system. Or maybe the retention schedule is not followed and there are just too many files. Need to re-think your priorities and, believe me, dropping filing from the list will do nothing to boost productivity (quite the opposite, actually!).
• There are no standards for filing (equipment and folders are individual choices)—ask for standards and training for the whole office.
• No one is in charge—ask who’s in charge and make sure the policies and procedures are communicated.

After all that, maybe it just comes down to you taking on too much. This is when it all comes down to basic arithmetic. You can’t add more time to a 24-hour day. But you can certainly add more time to your day by subtracting tasks that are not necessary.

TIP: Use your calendar to schedule EVERYTHING. Yes, EVERYTHING. This includes filing, phone calls, breaks, meetings, word processing tasks, etc. Then, when your calendar is full, that’s it. You can’t add more. But if you need to add more, then subtract something—perhaps delegate it or move it to another day where your schedule allows.

Whatever you do, make the most of your time. Not being organized wastes everyone’s time.

Mary teaches a number of courses related to filing, email management and getting organized - check them out here.