The short answer – yes, you do need file organisation. Even saving everything into the ‘Documents’ folder is a type of organisation – not a great option, but at least you know where to look for your files.
It’s Worth Mentioning Again
I’m sure that this has been said many, many times before, but it is worth mentioning again.
What do I mean?
Well, first off these are your files.
You need to find out what works for you personally.
It doesn’t matter what anyone else says or suggests, it’s your decision.
Second, this is digital.
Yes, I know that you know that.
But
What it really means is that you can try things out.
If it works now – great
If it doesn’t now, or in the future – you can change it.
Nothing is set in stone.
As you and your business grow and change, so might your needs.
You can update or change what you decide now to match what you need later.
Logical File Structure
The first thing is to consider how you are going to organise your files – this is the file structure.
Why plan and create a structure?
OK – if I ask you for a specific piece of information, do you know where it is?
Will it take you seconds to find it?
You create a new guide – where should you save it to?
This is where having a structured organisation comes in.
By creating a structure you ‘immediately’ know not only where to find your files, but when you create them you can a defined location to save them to.
What makes sense to you?
If you’re saving locally to your device, Windows or Mac, the ‘Documents’ folder becomes an easy location. Simply because all the programs you use will automatically display it as an option.
But what about the structure underneath it?
Ask yourself the question – what is important to you?
For me, learning is important. So I’ve got a folder for the courses I’m taking, or have taken – called ‘Courses’.
Underneath, it’s then structured by additional folders under the specific course name.
However, when I’m got several courses by the same creator, then I create a folder with the person/company name, and move the course into it.
In this way, as the course name represents the topic, I can manually scroll down to find the course, or use the search feature.
I tend to remember who the course creator is, so this additional option works for me.
Other top-level folders include Work, Handouts, Practice Files and Research.
I know where my files are, as I’ve created a logical structure based on how I work.
Over to you – what is important for you?
What file structure will help with your computer file organisation? Take some time to think about it.
Use descriptive and consistent names
I remember when there was an 8 character limit on the filenames. (I started using computers when I was young 😊)
When I saved a specific file, I gave it the most obvious ‘name’ that I could. The following week when I looked at it, I couldn’t make any sense of the name!
Fortunately, we have a lot more characters to play with now.
However, you need to create a naming plan that will work for you.
Things to ask yourself:
- What is this file about?
- How can I name it that clearly explains the use or purpose?
- What is the key information that I need to include?
One thing to remember:
You need to understand what this file is about, today, next month and next year.
Pro Tip: If you use specific abbreviations, or acronyms have them written down somewhere. This way you can refer back to them, and as your business grows it’s a reference that you can share with others.
Implement a consistent file naming convention
You many think that this is the same as the option above.
While it’s close, it’s not the same thing.
File naming convention is talking about, well, the order and specific information that you have in the name.
If this is for your website, perhaps you have WS to indicate that.
Client work – do you have CW, then the name of the client?
Does a client name have their full name or business name. Perhaps it’s what they are known as – if there’s an alternative.
Do you include a reference to the specific type of information that you create.
For me, this could be a QRG (Quick Reference Guide), or HO (Handout).
Is the date an important piece of information. Does it need to be included in the filename?
Date Order
Talking about the date, the best order, to ensure that it’s sorted into the correct date order is:
year-month-day
Best practice is to use a full 4 digit year – e.g. 2023
Month – ideally by number e.g. 04 or 11.
Note: Using words for the month will mean Jan, June and July will be next to each other.
Day – two digits for the date.
Remember that the default alphabetical sort order is
- Space
- Symbols
- Numbers 1-9
- Letters A-Z
Therefore, 1 is followed by 10, 2 by 20 etc.
Do you know your months alphabetically?
April, August, December, February, January, July, June, March, May, November, October and September
Sad as it seems, if you want files in date order then year, month, date is the way to go.
On the other hand, if it’s not something that you want to sort on, it’s just for info, then it’s your choice.
Avoid deep nesting
Do you remember being told that you shouldn’t be storing a single file in a folder?
Interesting that it’s not mentioned anymore, as it’s still really important.
If you’re wondering what that’s got to do with ‘deep nesting’, let me explain.
When you add a folder underneath another folder (called a sub-folder), you have nested them.
Now as you add more and more layers, you’re going deeper and deeper into nesting.
Please stop going down so many levels – it’s really not necessary.
While this example (that I specifically created) may seem overkill (and it is) it hopefully gets the point across.
While there are times that you need to organise with deeper folders, ideally you only want to go down no more than 2 or three levels.
You don’t want to go down into so much detail that you end up with a single file in a folder. (There was a reason I reminded you of that 😁)
Remember, your descriptive name will mean that you don’t need to use folders to organise every little detail. Adding the date (in the correct format) would make the above nested example obsolete.
Sort files by date or relevance
Another tool in our file organisation kit is the ability to sort our files in multiple ways.
An effect and simple option is to change the way that your files are sorted.
What’s really great about this, is the order you have or need your files today, doesn’t need to be the order tomorrow or even in 5 mins.
Whether you’re using a Windows or Mac operating system, the file list (Explorer or Finder) you can change how your files are sorted.
This is great if you remember when, or approx. when the file was created.
Rather than trying to explain it, I’m going to suggest you watch my video on it instead:
YouTube Video: File Organisation Made Easy: Learn How to Sort Files With File Explorer
Note: While this video is for Windows, you can use the same idea with Finder on your Mac.
Regularly declutter and archive
This is where I personally have a small problem.
Admission – I’m a bit of an information collector. I never know when/if I’m going to need that piece of information in the future.
I’ll be honest and admit that I have files that refer back to Microsoft Office 97 – just in case!
Logically I know that I’m never going to use those files again.
Microsoft Office (or Microsoft365) doesn’t look or handle that way, and hasn’t for years!
But I still keep it.
So, please don’t follow my example, and be better.
Review – as regularly as possible – the files that you’re storing.
Do you really need this file?
Now before you get concerned – I’m not necessarily talking about deleting files.
Sure, if you really don’t need it – maybe it’s a duplicate, then delete it.
However, this can be archived – on a separate drive or location.
A friend of mine is a Records Manager, and they refer to ROT. While I love the word, in relation to all those extra files, it’s really an acronym.
Redundant: not or no longer needed or useful.
- A duplicate of a previous file.
- An old version, when the final copy has been approved
Obsolete: no longer produced or used; out of date
- Is the information out of date (cough Office 97-2003 cough 😅)?
- a schedule from an event last year (or earlier)
Trivial: of little value or importance
- a reminder for a task that you’ve already completed
- pass or ticket for an event that’s in the past
I’m sure you can think of files that fit into any or all of the ROT categories.
If you really don’t need it, and you’re never going to use it – delete it.
Alternatively, if, just in case, you might need it, or you really do need to keep a record, then look into archiving it. Move it into a different location that will work for long term storage.
Next Steps
You many have noticed that I didn’t mention backing up – which is a key habit to get into. If you’re wondering why, it’s because I’ve already covered it.
If you want a lot more details, check out my paid guide: Diversify Your Emails. While it was written with emails in mind, it covers backing up options.
Take some time to think about what is important to you and your business in terms of files.
Follow the guidance in the post, creating a structure and the conventions that will allow you to easily save your files in a way that allows you to find them again.
And, as I said right at the beginning, if you find it doesn’t work, with your new experience try a different structure.
What will your new file organisation look like? Let me know, either with a comment below or send me an email training@michellektraining.co.uk
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