#ORGANISE HOW TO#

It can be difficult to remember when you worked on a certain project at a glance.īest for: Organizations with large amounts of files tied to time periods, like a financial services business. It’s easy to find the right folder when the client contacts you.Ĭons: It can be confusing if the client or company changes their name. Pros: Names are less ambiguous than other categories, such as industry or product type. Here’s what that could look like.īest for: Organizations that mainly identify projects by the client’s or organization’s name, such as a marketing or advertising agency. After that, shared drive folder structure best practice is to start with your broadest categories for your main folders, and then get more specific with subfolders.

Decide whether it makes sense to organize files by name, date, project, or department. Now you’re ready to start organizing, but how? The best way to organize files on a computer will vary based on your organization and its needs. Organize digital files by name, date, project, or department If you’re not sure whether to keep them, put them in a folder titled Archive. Delete files before you start filing so you don’t waste time organizing them, just to delete them later. But if you have duplicate files or documents you’ll never reference again, delete them. There’s definitely an argument for saving everything just in case, especially tax-related documents. You don’t have to do it all in one sitting, though-break it into chunks so it’s more manageable. Time: At least two hours, unless you have very few files.Supplies: Paper and pen for jotting down notes or reminders (optional).It’s best to store files on a cloud-based server, rather than on-premises, because it’s easier for everyone to access. Tools: Your computer and online file-sharing software.

#ORGANISE HOW TO#

What are their suggestions for how to organize digital files? What’s worked well for them in the past?Īlong with their input, here’s what else you need:.

What do they like and dislike about the current computer file organization system?.

If you have time, get input from everyone.

Talk to the leadership team at your organization so you understand their priorities. We’ll know if it worked if it’s faster and easier for project managers to find the latest files for client projects.” The office manager will start by spending one Friday afternoon on this, followed by an hour or so each week. Here’s an example: “All 22 employees need to understand our new digital file organization, but especially the writers and graphic designers, since they create the files.

When will you start this, and how much time can you spend?.

Who needs to understand your digital file organization system? The obvious answer is “everyone,” but consider the needs of people who aren’t very tech-savvy and those who will only be accessing your files occasionally.

That way, you’ll prevent the project from taking more time and resources than you want. Organizing digital files can take over your life if you let it, so start by getting specific about what you want to accomplish. Here’s your guide to organizing digital files. The key is to decide on a system, communicate it clearly to everyone in your organization, and be consistent. Good news: You can save time and learn how to organize digital files with a few best practices. office workers say one of their top three problems is quickly finding files and documents, according to a recent survey. It’s just as frustrating and time-consuming to find the documents you need, when you need them. Your clothes are probably more organized than that, but your files might not be. It takes so long to find an outfit that you’re stressed out and running late. You open another drawer to find an old holiday costume. You need to find something to wear, so you open your dresser drawer and discover three socks, a hat, and a sweater. Imagine that you’re getting ready for work in the morning.

Organise