![]() ![]() 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. One of the simplest and most overlooked aspects of being organized is getting your computer files organized.Imagine that you’re getting ready for work in the morning. Every time you have to dig around for a document you can’t find or have to do unnecessary clicks to access a folder, you are not as productive as you could be. You are wasting precious time that you could use doing something that would help you move forward with your goals. Your time, once used, you can never take back and if you don’t do anything with your file organization methods, you will keep using up your time just digging. Your document list is just going to grow steadily so now is the time to do something about it. You shouldn’t be sacrificing your time searching for important files. You should be able to find a file in five seconds, not five minutes. I’ve been there too and there were even times when I really couldn’t find a file and when I wasn’t looking for it anymore, lo and behold–I found it. The Best System to Eliminate Clutter and Keep Your Important Information OrganizedĪsian Efficiency has helped more than thirteen thousand people get organized. This includes todo lists, emails, and also file organization. When it is time to organize important documents and tame your digital clutter, we are ready to help you build the perfect digital filing system. Let’s look at some best practices for how to organize files and create a filing system for maximum efficiency and productivity. The idea of a filing system goes back to the good-old-days of a filing cabinet and paper files and folders. The advantage of the original paper-based filing system was that you really had to think about where to put files so that you could locate them easily when they were needed. When your files are digital, you can’t see or touch them. It becomes too easy to have files scattered all over your computer. ![]() Since this is a digital mess and not a physical mess, often you don’t realize you have a problem - until you have a problem! You don’t feel the pain of a disorganized system until you can’t find a file you need.Įven though search is a powerful tool, and there is a training course in The Productivity Academy taking you through searching for files, you still want to have a basic organizational structure so that you don’t have to rely solely on search. Note: We’ll be talking about folders and directories on your hard disk in this article. The same general concepts will apply if you use a system like DevonThink, Evernote, or OneNote. We’ll do our best to cover how to organize on both macOS and Windows in this article. For the most part, the user directory structure is the same, and the strategies should apply to both Mac and Windows. ![]()
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