By Alyssa Gregory
Over the years I have tried to make my business as paperless as possible. It hasn’t been that hard to do since so much can be done online and in the cloud, but it has brought a new challenge: keeping digital files organized so I can quickly find what I need.
I learned quite a bit through the process. I originally wrote this post a few years ago, but updated it today with even more tips that will hopefully help you organize your computer files and create a streamlined and efficient file system that increases your productivity.
1. Take stock of the current situation
Chances are, unless you have a brand new computer and haven’t migrated your data yet, you probably have thousands of files on your computer that may or may not be organized in some way. It would take days to do a massive reorganization, and I know I wouldn’t have the time or patience for that.
Start by analyzing how your files are currently set up and from there create your new system, building on the file structure you have (even if it’s a bit messy). In extreme cases of cluttered files, you can create a “dump” folder, throw everything in there and start over, migrating your files to your new organizational system as you work with them over time. In the meantime, take advantage of the search functionality to find what you need (see below for more information on this).
2. Come up with a naming structure
This step will depend on personal preference, because if you don’t set up your files in a way that makes sense to you, you’ll end up wasting time browsing through them.
In general, my file structure goes from broad (Documents) to specific (Personal > Children > Medical Papers). You can set up your file structure in a way that works for you, with categories, numbers, dates, or the alphabet.
Once you’ve set up your categories, create a standard descriptive filename structure for your documents. The two factors to consider are: 1) choosing a name that gives you a good idea of what each file is by looking at the file name, and 2) versioning.
If you tend to send files back and forth via email and then save them to your hard drive, the file names should reflect the version, date, or other identifying information so you can easily pick out the most recent file. I usually use dates in my naming structure, for example xyz_proposal_021915.doc. You can also use v1, v2, etc. or your initials to indicate revisions.
If you use online collaboration or file storage like Google Drive or Box, you might think this tip doesn’t apply to you because you can quickly view document history and see what changes were made and when. That’s true, but the practice of including descriptive information in the title/file name will still be invaluable if you ever download copies to your computer or send them to someone else outside the platform. It’s just a good habit to adopt.
3. Be targeted with downloads
The default setting for most systems is to store downloaded files in a Downloads folder. This works for a lot of people, but for me it’s left with a huge folder that I never think about, filled with all kinds of files that I don’t need on my computer. Instead, I keep all my downloads and temporary files on my desktop.
I know what you’re thinking: doesn’t that go against the whole organized computer idea? No actually not. My goal is to keep my computer organized and free of clutter so that I don’t forget anything by saving everything to my desktop (unless it can be put away immediately). At the end of each day (or every few days if I can no longer see the clutter), I clear out my desktop by deleting or archiving everything.
In fact, I delete the majority of files I download: PDFs, images, files for review. The good news is that if I download it from the Internet, I can probably find it again when I need it. If I downloaded it from an email, I still have a copy in my email archive so nothing is lost forever.
4. Get to know the search functionality
Even if you have an efficient file structure and always archive what you want to archive where it needs to be archived, if you have a lot of documents, the search function on your computer will be your best friend. If you can insert a word or two from the file name and find what you need, it will be a lot faster than scrolling through screens and screens of files.
Often I’m looking for something specific, but I can’t remember what I named the file. This is when a keyword search comes in handy. Most systems search both the contents of the document and the file name, so the right keyword can help you quickly find the needle in the haystack. In addition to searching by keyword, you can also search by file type, date, size, etc. You may have to get creative here (which strengthens the argument for smart and descriptive file names and folder structure!).
For more file searching tips, check out these two articles: The Art of File Searching in Windows on PCWorld and 10 Search Tips from a Mac Finder Fanatic on CNET.
5. Back up your files
It should go without saying, but I’ll say it anyway: you should backup all your files daily. If you don’t back up your data, there’s little point in spending time and energy organizing it.
Consider using a cloud backup service. This not only keeps your files safe in the event of a computer failure, but also allows you to access your files remotely if necessary. Many data backup systems also include version history, so if you accidentally delete or change the wrong file, you can get the version you need from your backup. Backing up your data also makes it a lot easier to migrate your files (and the organizational system you painstakingly set up) to your new system. So if you’re not backing up files yet, pause organizing and do so now.
6. Schedule a regular cleaning hour (or day)
The only way this type of file organization works is if you create a system and stick with it! File organization is one of those things that you need to be consistent with in order to work effectively. It is expected that your file structure will grow and change as your business grows and changes. And you won’t always be able to archive everything right away. Clutter will inevitably accumulate. (Ugh…I know!)
Schedule a few hours every few weeks (or half a day if so). Real bad) to search and clean up files on your computer that you haven’t gotten to yet. This allows you to keep your computer running smoothly and efficiently, and that your files are easy to find.
While these tips worked for me, everyone has different preferences when it comes to organizing. So take these tips with you and adapt them as necessary to create your own system.
How do you keep your computer files streamlined and organized?