Dangers in Using “Hold” or “To Review” Files

It is often very tempting to want to hit the “pause button” on work. Especially this time of year with the weather beginning to improve and more Spring activities popping up, it’s more appealing than ever to hit pause by using “Hold” or “To Review” files. However, these tools don’t come without dangers and risks. Before you get too eager to click that button, read on to learn the various ways these filing systems could create more work or conflict than they’re worth.

When you implement these tools, you lose visibility of tasks. There is no priority set for these files so there is no sense of urgency or set timeframe to address these files. Often times using “Hold” or “To Review” is equivalent to writing items on your to-do list with invisible ink; out of sight, out of mind! Without priority/deadline settings, people never end up looking at these files because they simply forget about their existence. This can obviously lead to an unnecessary delay in acting or making a decision.

A delay may not always be the end of the world, but using these files could come with more severe consequences. If you have sensitive documents held or “for review” for an extended period, you are potentially risking an unauthorized person accessing the information. For many businesses this would be a major problem. A short delay isn’t ideal, but you also risk missing critical deadlines altogether if you take away visibility of the file. There is also the potential of information not getting to the individuals it was intended for “on time”. If every individual involved in a decision-making process for your business isn’t up-to-date and well-informed it could impact their decision.

It’s also important to recognize the major risk of missing documentation or information pertaining to compliance. If these types of documents are overlooked or neglected it can lead to non-compliance issues which will create a much bigger headache. Similarly, if you miss an important deadline or contractual obligation, you’re risking potential legal consequences as well. These types of little and innocent mistakes could lead to large consequences and, unfortunately, may not always be worth the risk.

You not only risk major future consequences in using “Hold” or “To Review” files, but you also risk negatively impacting your daily workflow. These files can directly impact your daily processes if a coworker or employee is waiting for a decision or response related to those files and you cause a delay. In addition, if too many documents are being stored in these files, it will be difficult to find the information or document you are seeking if/when you do remember to look for it again. Using these files will directly affect how productive you are during your workday because you will likely spend too much time trying to re-find these items after they’ve been stored away.

Your visibility, workflow, and (perhaps most importantly) your reputation will all be put in jeopardy if you frequently file “Holds” or “To Reviews”. If files or information are missed or entirely forgotten because you used this filing method it could damage your reputation at work. Coworkers will be less willing or enthusiastic about working with you if they know delays are possible. If it happens repeatedly and word gets out with clients it could also potentially lead to a decrease in sales or business. Making this a habit might also lead to investors backing out and less funding provided for projects. You ultimately must stand behind your work and show others your strengths; prompt replies and careful attention to all documentation is one way of showing your worth and ability.

We understand that occasionally holding a file or saving it for review can be beneficial, but we also want you to be extremely careful when implementing these strategies. There are obvious risks involved with hitting “pause” and we don’t want you falling into any traps or bad habits! If you’re looking for other time management solutions or want advice for how to best deal with an influx of files/documents/projects please send us an email at info@sortedout.com. One of our certified Client Management or Productivity Specialists would love to work with you on ways to improve your business and avoid these dangers altogether.

Looking forward to hearing from you!

Tonia