Chaos to Order
Clutter. Is it a controversial topic? Some people may be bothered by it more than others. I know I am. Things can get messy in our homes and workspaces. So, what’s the solution? I believe the solution for a chaotic situation – a messy closet or mayhem in your digital work zone is order of course!
So simple yet elusive. Here are some guidelines for going from chaos to order in your digital file storage system.
- Take Stock and Categorize: A preliminary step is to assess the situation. Dive into the tangle of files on your computer. The popular locations are your desktop, download folder, or cloud storage. What’s there? Different file types – docs, spreadsheets, photos, or video. What categories can the files fit into – client, financial, or content? How can these be organized for easy access and retrieval? Give it some thought and when you’re ready to start, move to the next step – create folders and sub-folders.
- File Folders and Sub-Folders: You can gain good momentum in this step by creating the folders and sub-folders that best suit your needs based on what you are working with. Now all the files you have everywhere and anywhere can be directed and stored in designated folders. Create brief and descriptive names for each folder that make sense to you and your team. The objective here is to be able to locate your files with ease. It may take a while to get used to your new system but with use, it becomes easier. Nothing is set in stone. Think of it as a living-breathing thing that you can adjust. You can rename folders or create or eliminate folders as you use the system.
- File-Naming Convention: Using a naming convention ensures that files that are relative stay together in the list view. File names should be descriptive and specific. They may include a date, client name or location. Consider whether it is a draft, revision, or final version. This ensures everyone on the team is on the same page when working on files. It may take trial and error before you figure out the naming system that works best. Diving in and taking action is an essential part of the process.
Conclusion
The net effect of setting up this system is that time is saved during a workday. This translates to enhanced efficiency simply by eliminating the obstacle of not being able to locate a file that you worked on last week or last month and can’t remember what you named it or which folder it lives in.
Is it recommended to create a sense of order in your digital file storage system? If it saves time, reduces stress and frustration, and increase efficiency and productivity, I say, Yes! Once the system is established and functioning well, minimal effort is required to maintain it. If you haven’t already, do you think you may tackle this? If so, let me know how you get on.