Filing Skills
Do you require filing skills to function well in your job role? This article provides a guide on how you can develop the skills and include them on your resume.
What Is Filing?
Filing is the process of organizing and storing documents systematically for easy retrieval and reference. It involves creating a system for categorizing and labeling documents and then physically storing them in a file folder, cabinet, or electronic database.
Filing is used to make it easier to locate documents when needed. Filing can be done manually by using filing cabinets and folders, or electronically by using document management systems.
Filing is important because it allows people to quickly find and access documents without having to search through piles of paper. It also helps to reduce clutter and make a workspace more organized. Filing helps to ensure that important documents are kept safe and secure and not lost or misplaced.
There are many different approaches to filing, and the method you choose will depend on your specific needs and the type of documents you are working with. Some common types of filing systems include alphabetical, numerical, chronological, and subject-based.
Alphabetical filing involves organizing documents based on the first letter of a word or phrase. Numerical filing involves organizing documents based on numbers, such as account numbers or invoice numbers. Chronological filing involves organizing documents based on the date they were created or received. Subject-based filing involves organizing documents based on the subject matter they pertain to.
Regardless of the filing system you use, it’s important to be consistent and to clearly label and index the documents so that they can be easily located when needed. In addition, it’s a good idea to regularly review and update your filing system to ensure that it remains organized and effective.
Importance Of Filing
- Clarity and peace of mind
It’s important to note that if you do a great job of filling in your business, you’ll get unprecedented clarity and peace of mind. Few things are more stressful than not being able to find what you need when you need it. Especially if you’re waiting on the phone, serving a client, or talking to a potential client. If you can’t find what you need, it’s terrible not only for you but also for your key team members. Give yourself and your team a break. Take your time and calm down by organizing your files.
- Accelerate business success
Well-organized filing will help you accelerate your business success. A clean and clear filing space gives you access to what you need to work on, which helps you keep your workflow up to date. It allows you to get results quickly because you will gain momentum. When you have a clear head, you can think more clearly and work more efficiently. This allows you to achieve your business goals even faster.
- Leads to a more strategic and creative flow:
By being in this creative flow, you can think more strategically. When you can’t find what you need among your files, your mind won’t be at peace especially if you need the file immediately. This leaves no time for strategic thinking. You will miss the business opportunities that await you. You may also miss opportunities to explore new markets and take your business in new directions. You won’t be able to plan for anything if you don’t find your files.
- Helps you to delegate tasks
A good filing system in your business will allow you to delegate different tasks. The small tasks that take up so much of your time will be done on time when your business filing system has everything in its place. Small tasks become easier and quicker so that people can help you to do the work that needs to be done.
- Less time for administrative tasks
Finally, if you streamline your paperwork, you will spend less time on administrative work. By organizing everything in advance, you won’t have to recreate everything. You won’t lose your files either. Most importantly, you will be able to delegate. This will allow other people to help you with administrative tasks, which, let’s face it, are the bane of our existence! Then you can finally get back to the real work you love and enjoy your business again.
How to Improve Your Filing Skills
- Avoid saving unnecessary documents.
Don’t get into the habit of saving everything you can get your hands on. Take a few seconds to browse through the contents and only save a file if it is relevant to your business or necessary for your company. Having too many unnecessary documents creates clutter and makes documents harder to find in the future.
- Adopt a consistent method of naming files and folders.
For instance, you can divide the main folder into subfolders for customers, suppliers, and colleagues. Use short names to identify who or what the folders belong to. You can even use color coding to help identify the different categories of folders.
- Keep related documents together, regardless of their type.
You can keep reports, letters, presentation notes, spreadsheets, and graphics relating to a particular project in one folder – instead of having one folder for presentations for all projects, another for spreadsheets for all projects, and so on. This way you can find documents relating to a specific project much more quickly.
- Separate work in progress from completed work
Some people prefer to keep work in progress or preparation on their desk or computer until it is finished. After completion, they move it to an appropriate place where files of the same category are kept. Periodically (for example, every week or two) move files you are no longer working on to the folders where completed jobs are stored.
- Avoid overflowing folders.
If you have a large number of files in a folder or a large number of subfolders in the main folder, divide them into smaller groups (subfolders or subfolders). For example, you can divide the Business Plan folder into subfolders BP2021, BP2022, and BP2023. Similarly, you might divide a client’s folder called Delta Traders into subfolders called “Delta Traders Presentations” and “Delta Traders Contracts”. The idea is to put each file in a logical folder or sub-folder rather than in a huge list of files.
- Organize documents by date.
Make sure the date of the document is clear by highlighting or adding it to a paper document, or by including it in the title of an electronic document. This will help you organize your documents in chronological order, without having to open them all. And you will find them more easily in the future.
- Make digital copies of paper documents.
This is useful if you have limited space for paper documents, want to archive documents without destroying them completely, need to exchange documents electronically or want to store information more securely. (However, this method is not suitable for all types of documents – for example, legal contracts or documents with original signatures, so use it at your own discretion.)
Jobs That Require Filing Skills
Many jobs require strong filing skills, as the ability to effectively organize and store documents is important in a wide range of industries. Some examples of jobs that may require strong filing skills include:
- Administrative assistant
Administrative assistants often work with a variety of documents, including letters, reports, and other materials, and they need to be able to file these documents accurately and efficiently.
- Customer service representative
Customer service representatives may be responsible for maintaining customer files and other documents, and they need to be able to file these documents in an organized manner and be able to quickly locate specific documents when needed.
- Legal assistant
Legal assistants in law firms and other legal settings typically work with a large volume of documents, including legal briefs, contracts, and other legal papers. They need to be able to file these documents in an organized manner and be able to quickly locate specific documents when needed.
- Medical office clerk
Medical office clerks often work with a variety of medical records and other documents, and they need to be able to file these documents accurately and efficiently.
- Bookkeeper
Bookkeepers often work with a variety of financial documents, including invoices, receipts, and other financial records. They need to be able to file these documents in an organized manner and be able to quickly locate specific documents when needed.
Summarily, any job that involves working with a large volume of documents or requires the ability to quickly locate specific documents may require strong filing skills.
How to Include Filing Skills In Your Resume
To include filing skills in your resume, you can follow these steps:
- Determine which filing skills are relevant to the job you are applying for. Some examples of filing skills include the ability to organize and file documents, use electronic filing systems, and manage and retrieve physical and digital files.
- Consider where to include your filing skills on your resume. You can include them in a separate section titled “Skills,” or you can incorporate them into the work experience section if you have previous experience using these skills in a professional setting.
- Use bullet points to list your filing skills, and provide specific examples of how you have used these skills in the past. For example, you might say “Managed a physical filing system with over 10,000 documents, resulting in a 50% increase in efficiency” or “Implemented an electronic filing system that reduced retrieval time by 30%.”
- Consider including any relevant certifications or training in filing systems, such as a certification in records management.
By following these steps, you can effectively highlight your filing skills and demonstrate your ability to organize and manage important documents in a professional setting.
Examples of How to Include Filing Skills In Your Resume
- Experienced in filing and organizing documents in alphabetical, numerical, and chronological order.
- Proficient in filing and organizing documents in both physical and digital formats.
- Performed filing of confidential documents for multiple departments.
- Demonstrated ability to manage large volumes of paperwork.
- Utilized organizational skills to ensure the accuracy of a filing system.
- Responsible for creating, updating, and maintaining filing systems.
- Organized files in an efficient manner to maintain up-to-date records.
- Assisted in developing procedures for filing and archiving documents.
- Responsible for moving files from one department to another as needed.
- Interacted with colleagues to ensure files were organized promptly.
How to Demonstrate Filing Skills In An Interview
To demonstrate your filing skills in an interview, you can follow these tips:
- Prepare examples in advance
Think about specific situations in which you have used your filing skills, and be prepared to provide examples during the interview. This might include describing a time when you organized a large physical filing system, or implemented an electronic filing system that improved efficiency.
- Use specific and detailed language
Describe the specific actions you took to demonstrate your filing skills. For example, rather than saying “I am good at organizing,” you might say “I organized a physical filing system with over 10,000 documents, resulting in a 50% increase in efficiency.”
- Highlight relevant experience
If you have previous experience using filing skills in a professional setting, be sure to mention it and provide specific examples of your work. This can help to demonstrate your expertise and ability to handle similar tasks in the role you are applying for.
- Show enthusiasm for the organization
Emphasize your enthusiasm for the organization and your ability to effectively manage and retrieve important documents. This can help to demonstrate your commitment to being efficient and effective in your work.
Interview Questions to Test Your Filing Skills
Here are some potential interview questions that could be used to test your filing skills:
- Can you describe a time when you had to organize a large physical or digital filing system? What specific steps did you take to achieve this goal?
- How do you ensure that documents are filed in an organized and logical manner?
- Have you ever implemented an electronic filing system? If so, can you describe the process and the benefits it provided?
- How do you handle missing or misfiled documents? What steps do you take to locate them?
- Have you ever had to retrieve a specific document under time pressure? Can you describe the steps you took to locate it quickly and efficiently?
- Can you describe your process for ensuring that important documents are regularly backed up and secure?
- Have you ever had to train others on filing procedures? If so, can you describe your approach and the outcomes of this training?
By answering these questions, you can demonstrate your ability to organize and manage physical and digital filing systems, as well as your ability to retrieve important documents efficiently.