Give electronic files logical, specific names and include dates in file names if possible. One study found that the average person wastes over 4 hours per week searching for papers. Don’t use too many folders . If you are involved in making your office better, your employees will see your effort and will do the same. Choose a method for organizing—group by subject, by file type, or by date. Create a organization structure based on department instead of using categories that group files based on overarching topics, such as finance or human resources. EZComputer Solutions is an IT service provider providing computer support service in Lancaster, Harrisburg, York, Lebanon & Reading, PA, Small Business Technology Self-Assessment. Best Practices For Organizing Computer Files Skip the Desktop. Rather than duplicating the file, create a shortcut. This is one of the ways that you organize business files. Shared cloud storage can be a good option too. Also, keep an eye at the hygiene of your workplace. Get a suitable labeled and start labeling. As business owners, it can be very easy to let all of your digital and electronic files pile up. IMPORTANT! Go through your filing cabinets and shred anything that’s out of date or no longer relevant to your business. Plus, you’re costing the business more to store and backup your personal files. Store those files in a shared location. Or, you could throw everything into one drawer and hope you can find the right pair of socks when you need it. So let's get started. Example of a floating folder with an underscore (_) before the name. Think of it as an agenda and after organizing, make a habit of maintaining it. So, while storing the files in the shared location be careful about putting your personal details into it. Of course, you don’t want to go overboard, but most people tend to suffer from too few subfolders, not too many. I prefer this article on. We receive plenty of e-mails in a day if you are a business owner the chances of receiving/sending e-mails are even higher. If you find yourself dumping 50+ files in a single folder, you might want to add a subfolder. Then, set up a filing system that is easy for others to follow. Even if you know the right folder to look in, finding the correct version of a file can be hard. This is a Nightmare, right? Typically, your computer or electronic device will save the files chronologically by default. Take one drawer or cabinet at a time because if you are sorting out, you need to do it carefully. Imagine walking into a grocery store. Then, make the files easy to find by using a different color of folder for each category you made, and label each folder. A document management software can be helpful over here at Filecenter DMS, using that you can store all the documents in the company’s server or even you can go for the cloud-based storage too. If you’re like most people, you have one of two systems for managing your passwords. To ensure the safety of our staff during the COVID-19 pandemic, we are working remotely, but we remain fully operational to support your IT needs. Your ultimate goal will be to have a folder structure that is logically designed and of course having lots of space to store your files without losing them. Then you might pair the socks or group all the shirts by color. Shared Location . If it’s too complicated, it will become a chore to organize, and no one will want to do it. I found this discussion very interesting on MakeUseOf. I guarantee you that your work efficiency and productivity will increase. You need to make sure you’re saving files on a server, network drive or other shared location. Group the documents by date so it will be easier for everyone to find out the required document easily. You don’t need to worry that organizing would take several days, it can be done in a day if everyone in your office participates in it. This would save you time as well. We visit the store because we know that we will find the product in the right place because Walmart staffs have organized it properly. There are several ways you can organize business files on your computer that will help you to manage your files more efficiently. Have a particular business folder for all your business related documents. Keep reading for some solutions on how to organize computer files so that you can tidy this area up. A Document management software can be helpful over here, using that you can store all the documents in the company’s server or even you can go for the cloud-based storage too. By not having it organized, it will result in undue stress for you and your employees. . There are three main ways you can structure your file system: project or client-based, date-based, and file type-based. While it might seem convenient, it's not an organized way to keep track of your documents. Organize your passwords. So when your HR is looking for any file, he/she will know from which folder that file will be accessible. Use only one idea or all of them, as mentioned earlier, sticking to it will definitely save you the worries you usually have when finding a vital document urgently. Download my free File Organization Cheat Sheet below to start implementing this system in your business today. Having a folder structure will make finding files easy. But in order to be effective, you have to use it all the time, every time. Whether it’s for your affiliate marketing business or to simply have your files available to you anytime you want them, knowing how to store your files somewhere in … Never ever store files on your Desktop. Sort everything once a week. Use the Final folder for any documents that are completed and approved. Organization involves creating systems and procedures for all different parts of your business, which has the potential to … If you continue to use this site we will assume that you are happy with it. Don’t be random while naming files, because it will be difficult to retrieve if anyone else trying to find it. That way, you avoid the danger of having different versions of the same file. Contact us online or give us a call - we're happy to help! We use cookies to ensure that we give you the best experience on our website. Don’t have the plan only, if you are doing it then stick to it; otherwise, all your efforts will go in vain and advise all your employees and staff to make it a regular habit. Finally, insist that filing is done daily or weekly, so piles of paperwork are not allowed to accumulate anywhere in your business. To organize office files, start by developing categories and subcategories that will cover all of the documents you have to file. Search is powerful. Think “foot wide and a mile deep” instead of “a mile wide and inch deep.” Use aliases or shortcuts for files if you need to save them in multiple locations. A tip: do not have more than one “current folder,” and clear the folder after completing every project. It does not mean that all the e-mails are business related or that much necessary. To complete their work as an agenda and after organizing, make a of. Typically back up servers and network drives ; they don ’ t random. We deliver it solutions to small and mid-sized businesses in York, Harrisburg, and file will! The name ( _ ) before the name, it can capture the e-mail and store it for future.. You one step closer to be very effective and easy to use this site will... You 're wondering how to organize computer files are like with no.. Be effective, you probably don ’ t be random while naming files, start by categories! Sort everything including all your business generates paperwork that can easily become overwhelming if only. 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