Folders and folder labeling
Folders and folder labeling
Although the trend in many offices is towards a reduction in paper, many (including home offices) also still use hardback folders. A few simple tricks allow you to work with these folders efficiently, while at the same time projecting a professional appearance. Firstly, the folders and folder labeling should be clearly and neatly designated so that the respective content is quickly ascertainable. A number of things require consideration in this respect.
1. Folder structure and labeling
Folder labeling should not be handwritten, but printed in a professional manner. As for the structure, one possibility is to proceed according to the file plan and systemize the hardback folders in the same way as the electronic folders. A handwritten label not only looks unprofessional, but is also usually difficult for staff and colleagues to read.
2. Use folders to display your corporate design
Folders and folder labels offer a good opportunity to present your corporate design. Company colors can be selected for the folder color and the company logo should also appear on the label. However, take care to ensure that your shelves are not over-colorful. If opting for a specific color from the manufacturer, you always run the risk that that a particular color may be ‚out‘ next year and is no longer available in the product range. A mark on the printed label, for example, can also be an effective way of highlighting in color to differentiate between various projects.
3. Labeling direction
Where possible, horizontal labeling should be used (even if the print has to be somewhat smaller) as our eyes are used to reading horizontal writing. Ascertaining and processing is therefore easier and consequently faster. If the labeling text is really too long, vertical labeling in the same direction as most book spines is recommended.
4. Folder types
Personally, I have tried a lot of different folders. At first I thought folders with stick-on labels would be the fastest and simplest to designate. That was true for the labeling part; however, it soon became clear that even the best quality stick-on labels come off in time and make the folder look scruffy (even after little use). Pouch labels are much more durable. Although they can be a bit awkward when it comes to labeling and relabeling, this is generally not a frequent occurrence.
5. Folder label templates
The best labeling tool in my opinion is Avery Zweckform. The program DesignPro 5.0 for PCs and for Macs DesignPro for Mac are available for download and offer an amazingly diverse range of templates. You purchase folder labels to fit your folders (for wider pouch labels e.g. C32267, or narrow folders C32266), enter the label number and can then instantly create a label with the proper layout. The option of creating a ‘master label’ makes duplicating the layout a piece of cake. The labels are pre-punched or cut. In short: no more complex template creations in Word that have to be laboriously cut to shape with scissors. Naturally, the pre-punched sheets that can be fed directly into the printer are a little more expensive than the standard sheets of paper, but if you calculate how much time you save, this tiny investment is quickly forgotten.
In comparison with online labeling via elba, the files created using DesignPro can be simply stored and used to renew and print new single labels when required. With elba, files are stored as PDFs, which I don’t quite understand as normally you do not require two copies of the same sheet with, for example, eight folder labels.