When you find yourself staring at a tall (and growing) stack of paperwork on your desk, it can be tempting to shove the entire lot into a filing cabinet and slam the drawer shut, just to get it out of your line of sight. But that approach doesn’t actually reduce your clutter—it just moves it to a new location. And that new location can quickly become a sort of storage purgatory, where you don’t recall exactly what you put in there—and you certainly can’t put your finger on it in the moment you need an important file. That situation isn’t only annoying; it’s legitimately stressful.

Taking the time to properly file your paperwork may feel like a chore, but it’s a far better alternative than wasting your time (and elevating your stress) by manually thumbing through every sheet you’ve stuffed into a jumbled cabinet.

Fortunately, a number of filing accessories can make organizing and filing away your paperwork quicker, easier, and—dare we say it?—even a little bit more fun. Here are a few organizing tips and product suggestions to make your filing system more efficient than ever.

Why office organization is important

If you think the only benefit of using file cabinet accessories to keep your office nicely organized is the ability to find the documents you need more easily, think again! Finding those files is important, of course, but a 2020 DePaul University study found that a cluttered office doesn’t just impact efficiency; it can lead to emotional exhaustion and stress. Given the fact that workplace stress is an enormous cost for American businesses, adding up to about $300 billion a year in absenteeism, accidents, and lowered productivity, reducing office clutter may be more crucial than many of us realize.

Plus, there are optics to consider—a 2018 study by the University of Michigan discovered that when a worker’s desk was messy, it made colleagues think negatively of them. And considering that same survey found that initial impressions could affect personal or professional relationships later on, office organization should be something for employees to keep in mind.

According to another DePaul University study, workers most frequently report these types of office clutter: paper, trash, and office supplies. This study drives home the need for an efficient, easy-to-use filing system in your office, because when you take paper out of the clutter equation, it’s simple to ditch the trash and decide which office supplies need to remain out and accessible.

And that’s where the right filing accessories come into play. By using a systematic process in the place of simple storage, these accessories help with:

• Organization and efficiency: A quote often attributed to Benjamin Franklin says, “A place for everything, and everything in its place.” It’s not just a nice idea, but an extremely useful one when it comes to office efficiency. When you store certain documents in a dedicated spot, finding them when you need them is a piece of cake.
• Motivation: The sight of a messy workspace isn’t exactly inviting, and it certainly doesn’t spark enthusiasm for one’s work. Finding—and using—the right filing accessories for your workstation is a simple way to help you start each day feeling a little more inspired and ready to dive right in.
• Productivity: In a 2018 Nintex survey, 49 percent of employees reported they struggled to locate documents. Time doesn’t stop when you’re rummaging through countless drawers, desperately trying to fish out that single file you need to work on your next task. Next thing you know, minutes or even hours have passed! De-cluttering your space can prevent wasted time and boost productivity.

Filing accessories that make a difference

Now that you understand how big of an impact an organized office space can make on your work (and your mental health), it’s time to take a look at a few different types of common filing accessories so you can better understand what they do and whether they’d be beneficial to you.

File folders

Aside from durability, eco-friendliness, and size, consider these factors when choosing file folders.

• Multicolor and manila with assorted tabs: The tabs on these basic file folders make it easy to organize the folders and access what you need from each in a jiffy. Multicolor folders can make it simple for you to organize types of files by color for even easier access. However, even with a manilla folder, it’s easy to use colored labels on the tabs to create a custom system.
• Poly pockets: Durable and often brightly colored, these plastic folders have pockets inside that make them a great choice for storing files that need to be accessed, handled, and/or moved frequently since the pockets hold the files a little more securely than the basic folders mentioned above.
• Accordion: Need to include multiple types of documents in the same folder? You’ll probably want an accordion (or expanding) file folder, which has pleated sides to create plenty of room. These folders are great for both storing and transporting large amounts of paperwork. Some accordion folders have pockets included within them, while others simply expand to one large pocket.

File tabs

While some folders already have tabs attached to them, some may not. Without tabs to mark the folders, you’ll have a hard time making sure your files are in the right spot! Hanging file folder tabs are a quick and easy way to label each hanging folder in your cabinet, and because you simply slide the label for the folder into the tab, they’re endlessly reusable. However, if you have an open shelf cabinet, a file pocket handle may be a better solution since it allows you to clearly label (and even color code) the contents and pull them off the shelf with ease—not to mention, by using those labels as handles, you can even prolong the life of your folders.

File cabinet dividers

If you have a filing cabinet and file folders, you still need a way to keep your files and folders organized within the cabinet, and that’s where file cabinet dividers can help. File rails and hanging racks are easy ways to set up your drawers to hold hanging folders from front to back or side to side, depending on the size and shape of your drawers (and, possibly, your preference). You can use large hanging folders on these rails to condense related files and other non-hanging folders for easy access and organization.

If you’re trying to divide folders or files that are not hanging, a follower block may be a better option, since this metal divider uses a spring-loaded mechanism to hold files in place rather than a hanging system.

Other accessories

You may want to consider additional accessories such as counterweights, which help prevent filing cabinets from tipping over, and drawer slides that help cabinet drawers slide open and closed without jamming.

Labels are another great accessory for organization, and you can produce them with a label maker. Use labels to clearly identify every folder, drawer, or cabinet. And, naturally, if you don’t already have a filing cabinet to store all these folders and documents, you may want to take a look at this file cabinet buying guide to ensure you choose one that suits your needs.

How to choose the right accessories for your filing cabinet

Now, before you tap the buy button on whichever organizational filing accessory catches your eye, it’s important to be clear on what accessories will work best for your filing cabinet. The size matters, because you want to ensure you have enough room in your drawers or on your shelves for the accessories you’re picking out. But you’ll also want to identify what kind of filing cabinet you have, since not every type of filing cabinet can hold every type of folder or document size.

The most common types of filing cabinets include:

• Lateral cabinets, which feature multiple drawers, allow you to file from side to side, and can often hold both letter and legal-sized hanging folders
• Vertical cabinets, which tend to have narrow drawers that hold letter-sized folders from front to back
• Open shelf cabinets, which are similar to bookshelves in that they allow you to file items side by side (like you would books) on an easy-access open shelf

You may also want to consider the material your filing cabinet is made of, keeping in mind that a metal cabinet is the most durable option, meaning your preferred accessories are unlikely to affect the state of the cabinet. Meanwhile, a wooden one, though stylish, may be more likely to show chips and scratches from hard-edged accessories that bump or rub against the cabinet’s surface. If you’re working with wood, you may want to be more cautious about the types of accessories you use.

Conclusion

Most importantly, consider your daily needs and biggest challenges when it comes to keeping your files and desk organized. From there, look at what solutions the various accessories mentioned above offer. Which accessories will work best for the types of files you have and the kind of organization you hope to achieve? Start small, keep it manageable, and your filing system will be more efficient in no time.