In today’s digital world, people forget that maintaining an organized virtual filing system is every bit as important as keeping a clutter-free desk. Precious time is lost when we cannot immediately lay our hands on what we need.
Creating an intuitive file structure comprised of main folders and subfolders is the best way to digitally store files so that they are easy to find. Let’s explore some other top filing tactics and how they can boost your productivity.
- Keep your personal and business files separate
Nowadays, many of us use our PCs and laptops for work and recreation. Start your new and improved document management strategy by creating a clear separation between personal and business files. You will likely find you have vastly more of one file-type (e.g. images, or spreadsheets) in personal than you do in business, and vice versa. This illustrates the need for separation!
Imagine having to scroll through thousands of family photos every time you want to find a client’s logo or that all-important reporting document. Tuck your personal files away into a dedicated folder and you’ll never need to waste time in this situation.
- Organize main folders by client or activity
If your job involves managing multiple clients or accounts, dedicating one main folder to each client is one of the most efficient ways to organize files. Similarly, if you manage multiple different activities, say you head up a sports team and you run your own side hustle, the same rule applies. Pop these main folders on your desktop and you’ll be just a couple of clicks away from accessing that all-important invoice or spreadsheet.
When considering how to organize files within your main folders, try to keep it simple and intuitive. While it may be necessary to keep recently completed tasks to hand, you’re not going to need old files as often as you’ll need documents relating to current projects. With this in mind, you may want to create an unresolved sub-folder to hold any files relating to incomplete tasks.
A word of warning for the business owners and freelancers. Keeping separate customer folders is a smart move if you provide similar services across your client base, as it will save you from potentially disastrous mix-ups. When managing multiple social media accounts, for instance, the last thing you want to do is post one client’s content to another client’s account by mistake.
- Utilize cloud storage
Cloud storage systems like Google Drive and iDrive save time and improve productivity. The main advantage of using cloud storage is that you can set individual folders to share with different clients or collaborators. This allows instant access for multiple recipients, who can view, download or edit documents, based on the permissions you set.
Rather than wasting time by sending documents back and forth via email, you can simply drag and drop the file you wish to share into the appropriate folder. Using cloud storage as your virtual filing system can help you create the ultimate, collaborative work environment.
Cloud storage platforms are also the perfect place to store files you no longer need on hand but still wish to keep on record. Documents relating to projects which are months or even years old have no place clogging up your PC.
Get organized today
When it comes to getting your digital filing system straight, there really is no time like the present. Dedicating a few hours to the task today will save future you a great deal of stress and time later. Trust us, we’ve been there!
About the author:
Switch Extension is the creator of Switch, a productivity app that helps users accomplish their daily tasks more productively in a single browser with features such as multiple tab and multi-account management.
I’m a 20-something stay-at-home mother and wife. I have an amazing husband, a beautiful daughter, two loving dogs, and a lazy cat. I wouldn’t change my life for anything! I love to read, listen to music, cook and blog!
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