File management often is overlooked as a key driver of productivity. When you consider that the typical office worker can spend around one-quarter of the workday simply searching for information, it shouldn’t be.
In the following article, we’ll be discussing some tips that should help with your file management efforts if you’re a busy student heading steadily towards the workforce. Before we go there, however, let’s take a look at why this is so important. In other words, what can happen without proper file management?
Difficulty Finding Documents When Needed
Not paying attention to how you file documents (i.e., the file names, the folders, subfolders, etc.) can create a reckoning at the worst times. The time you take at the front to create memorable file names and structures will keep you from having to click through every single file later on during a time crunch.
Accidentally Deleting Necessary Files
Inevitably, computers can become bogged down with random and unnecessary files. Mixing these in with your important documents is a disaster waiting to happen, especially when you set out to make space on your hard drive. As a result, you could end up deleting important files that you’ll need later.
Risk of Being Unable to Back Up Important Files
At some point in the life of a computer owner, there is going to come a dreaded hard drive crash. In fact, some hard drives can fail at a rate of as much as 2 percent. That may not seem like a significant number until you start localizing the math.
Between work and home life, you come into contact with at least 100 people every week. How would you like to be the person in that group that loses all your important files before you can back them up? Proper naming and organizational practices will prevent it.
Now that you know the dangers of poor file management, let’s look at how you can safeguard your data and productivity. Let’s continue!
1. Keep Documents to a Single Root
Learning how to organize files should start with the thought process of avoiding complications. For that reason alone, you should avoid creating several root files for each document.
Channel most of your documents to a single file, such as the MyDocuments folder for Windows users and the Documents folder for Apple. The single root will serve you well until you start getting documents that can be more easily classified together.
2. Choose Descriptive Terms for Naming
It’s great if you’re in touch with your creative side on most things, but leave that at the door when the goal should be to organize files with clarity and accessibility in mind. Naming something 2019 Tax Filing is much better than 2019 Fleecing from the Federal Government, for instance.
Keep names simple. Call things exactly what they are instead of trying to flex your metaphorical muscles, and you won’t have any issues.
3. Create Filing Cabinets
At a certain point, computer filing systems can be upgraded to follow a more logical hierarchy. For instance, when you have several items that belong together, then it’s time to create an additional folder to track them.
In keeping with the tax filing examples, for instance, consider creating a basic folder called “Taxes,” followed with year-by-year subfolders for nesting the final documents. This will ensure you always know where to look for each item, and that there will be a sensible subfolder in case you have to keep track of more than one file per year.
4. Know the Score
Cross-platform compatibility is becoming more important now that the Cloud reigns supreme. For that reason, you need a digital filing system that stays uniform from one operating system to another.
Therefore, choose the use of underscores when naming files. These are universally accepted over dots and spaces and will ensure that your files are called the same thing no matter where and how you’re accessing them.
5. Incorporate Dates When You Can
Placing dates into the names of your files will give you a more effective way to distinguish your files and lead to a stronger file organization. This especially is true when you have similar types of assignments or recurring projects that are due. Simply “Save As,” overwriting the date, and then make your changes.
6. Act Quickly
When filing, it’s always best to put in the extra time and effort it takes to be organized on the front end so you don’t have to think about it later on. It may seem annoying at first to slow down and carefully arrange your files, but it will end up saving you hours and hours on the back end.
7. Make Your Most Used Files Easily Accessible
You can do this by leaving them clearly visible on your Desktop. This goes back to not creating too many root files. The fewer clicks you have to make, the easier it will be to get into the programs and documents that you need without breaking workflow.
8. Do Not Create New Folders for Program Installations
Program installations should never have their own files. It creates an unnecessary extra step, and that can be particularly annoying when you have to run updates.
9. Create Backups
Backing up your data to a cloud-based platform is recommended. There are several out there that can make the job easier:
- Amazon
- iCloud
- OneDrive
- DropBox
- Box
See which ones most appeal to you before going all in. After all, you may be copying and transferring several gigabytes of files. You only want to do it once.
10. Purge
Every document management system needs to be revisited on a regular basis to ensure the files maintained are necessary and valuable. Make sure you’re scheduling time each month to go back through your documents and see what you need. Delete as you go, and your files will be easier to organize.
Effective File Management Adds to Your Productivity
We hope you’ve found this look at the importance of proper file management enlightening. Moreover, we hope you’re able to fix the holes in your game before a data disaster strikes!
Best of luck. If you have any document or file conversions that you need to perform to make your filing go more smoothly, click here.