4 File Organization Tips
Have you ever been searching for a file on your computer and you couldn’t find it? You click through a cluttered desktop, a random assortment of folders, or the dreaded downloads folder and you can’t find the document you need. I think we’ve all been there. Today I am going to give you four techniques that you can implement now that will help you organize your digital files in a way that will allow you to find and retrieve files efficiently when you need them. You’ll learn how to store what you do need, get rid of what you don’t, and make your file system work for you.
Technique #1: Start Big, Think Small
One effective file organization technique is to begin with broad file categories and gradually become more granular. Digital Files are similar to hard copy files. I like to envision that I have a row of filing cabinets. It makes sense to file documents from related categories in one "cabinet," right? Two natural "cabinets" to begin with are "Work Files" and "Personal Files."
Once I have dropped all of my files into one of those two categories, I can start to become more granular in my approach. Now that we have dumped all of our work files into one folder, we can begin to create subfolders. For example, it may make sense to put templates that you frequently use into a "Templates" folder. Documents related to a specific project may naturally belong in their own folder. As a project manager, I manage a lot of documents pertaining to each project. I also regularly use document templates for each project. That means giving each project its own folder and templates their own home as well. When I am in a conversation related to that project, I do not have to hunt for the files I need.
When it comes to personal files, I follow a similar approach of finding documents that naturally belong together. Documents related to finances belong in a "Finance" folder. Photos live in a "Photos" folder organized by date or event. Finding natural groupings in work and personal filing systems means discovering what works for you. Having a common-sense system that works for you ensures that when you save a new file, you're more likely to save it to the correct folder.
Technique #2: Manage Your Downloads Folder
Next, I want to talk about one of the biggest culprits in file organization: the dreaded Download folder. Whatever operating system you are using, the Downloads folder can very quickly become cluttered and full of files that are hard to sort through. Often we pull files from our email or we download them off of a web browser. We aren't the individual who named those files, so they may be difficult to retrieve later. Here is my solution to that problem:
When downloading a document from a web browser, for example, from Google Chrome, you can adjust where files will save when downloaded. Adjusting this setting means that when I click "download" on a link or a document, a dialogue box automatically pops up. I can then name the file and save it to the folder that I have specified for that document. For example, if I am downloading a project file, I can see it directly to that project folder (remember the folders created in Technique #1?). I never have to mess with the dreaded Download folder!
When saving a document from an email application, rather than just clicking download on the file, many applications will allow users to right-click on an attachment and choose to open it. The next step is to File>Save that document to its appropriate folder. Some applications will allow you to save a file to a destination folder directly from the message. Again, this circumvents or reduces the build-up of files in the Downloads folder. Both of these approaches mean that your files do not have to hit the Download folder and therefore don't get lost in your computer's black hole.
Technique #3: Cloud Backup
A third technique that I want to share is quick but essential: use a cloud system to back up your files. For example, you can connect your desktop folders to Google Drive or Dropbox. If your organization uses Microsoft Office 365, you can auto-save your data to Office 365's One Drive. Having a cloud-based file back-up means that you will have access to your files from any authenticated devices at any time (even mobile devices in some cases!). If your computer shuts down, your device needs to be repaired, or for some reason, you don't have access to your own device, you can still log in and access any files that you may need. Cloud back-ups reduce downtime due to a lack of access and prevent loss of documents if a device malfunctions.
Technique #4: Make it a Routine
The final technique I would like to share with you today is creating a file organization routine. It doesn't matter if we have hampers and a system to wash our laundry if we never put the clothes in the washing machine. It doesn't matter if we have folders on our computers or drives if we don't use them. What I recommend in terms of files and file organization is to set aside time once a week to clean up files and folders. During this time, any documents that are lingering on the desktop or lingering in the Downloads folder get cleaned up. Materials get put into their appropriate folder or sent to the Recycle Bin. I also like to use this organization session to verify that my cloud back-up is still syncing.
If you are looking for the peace of mind that an effective, scalable file organization practice will bring, welcome. Today we have shared four different techniques that can be used on any device with any operating system. Implementing these techniques will make you the master of your digital files. You won't be dealing with the dreaded Downloads folder, cluttered desktop, or lost files. Free yourself of digital clutter and watch your efficiency increase while your stress levels fall.