[Office Partner Information Center] Office staff often need to classify and sort out various types of documents, and then prioritize them before submitting them to leaders. How to reflect the level of work from the subtleties? In the way of improving the document feeding method, we borrowed the good experience and practices of other regions and transformed the folder, so that the original rigid folder would actually "talk".
We put four colors of red, blue, yellow and white on the inside of the folder. According to the confidentiality of the file, we also divided the folders of each color into classified folders and ordinary folders. Out of 8 kinds of folders. The red color is more vivid, and the red folder is the “quick reading batch folderâ€, and the “quick parts†that need to be processed immediately are included. The blue color is quieter, and the blue folder is “hand-heldâ€, which contains “flat pieces†that do not need to be processed immediately. The yellow color is brighter, and the yellow folder is “document document submission folderâ€, which contains the “submission†that needs to be issued. The white is more elegant, and the white folder is the “document submission folderâ€. The built-in documents have no time limit requirements or even the leaders do not need to make approval comments, such as “reading the informationâ€, “requesting the information†and “information briefingâ€.
After loading the files into folders of different colors, how to present them to the leader also requires a little skill. We placed the documents in the order of “first rush, then flatâ€, “first heavy and then light†and “red → blue → yellow → whiteâ€. "Empty first and then flat" means that the red folder is always placed in front of all folders. "First and then light" is to put the relatively important files in the same color folder in front. “Red→Blue→Yellow→White†is based on the sorting of “first rush and then flat†and “first heavy and then lightâ€, and then sort the folders of various colors one by one. It is easy for leaders to understand the urgency and quantity of documents from the color and order of folders before they can review the files.
By categorizing and sorting files by color, the organizer can make the mind know what it is, and it can make the leader clear at a glance; it not only ensures the timeliness of the documents, but also improves the efficiency of the papers.
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