Let’s face it. No one hands you a book in school on the best practice for organizing computer files and folders.
The focus was only on how to use a computer and how to type faster. But this entire time, the best practice to working more quickly on the computer is by organizing your digital files and documents neat, in folders, easily searchable and accessible.
With so much information at our fingertips, we get into the habit of mindlessly adding more files, folders, pictures, and emails to our computers. And over time, these files begin to pile up, making the search for information harder and longer to find
It’s time to get your computer organized and in order so you can spend more time focusing on things that really matter to you and your business.
We share the easy-to-follow best practice for organizing computer files, documents, and folders. Let’s get started!
Easy to Follow Best Practices For Organizing Computer Files and Folders
1. Organizing Files On the Desktop
Your desktop should only contain essential system programs and folders that you access daily. Keep this area free of non-essential documents and files. Consider your desktop as a simple directory to your computer, only highlighting the key areas important to you.
A list of acceptable items on your desktop:
- Shortcuts to system programs
- Essential folders
- Short-term Files for current projects
- The trash bin for easy disposal of unnecessary documents
Also, keep security top of mind, don’t make sensitive data and files accessible. One of the leading causes of a security breach is mindless mistakes like keeping important documents and files on your desktop.
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2. Limit Folder Creation
When you’re creating folders, think minimal and keep it simple.
Picture a file cabinet with three to five drawers- these would represent your top-level folders that pertain to your work.
Not sure what top-level folders could be?
- Broad categories; accounting, clients, legal, etc..
- Main Tasks with a Project; graphics, sales Copy, approvals, distribution, etc…
In general, only create broad or overarching folders. Most files and documents can fit somewhere in your hierarchy if you’ve done an excellent job of initially mapping it out.
3. Organize Computer Folders with Structure
The best folder structure is the one that mimics the way you work.
Do you plan essential tasks by quarter? A new folder for each quarter’s work might be helpful.
Or do you work around projects? Consider organizing the structure of your folders by your workflow process; pitches, proposals, projects, invoicing, and so on.
4. Strategically Name Your Computer Files and Folders
“Easy to find” is one of the main goals when organizing your computer files and folders. The best practice to accomplish this is by putting thought into naming your folders and files.
Try to imagine the circumstance in which you’ll need to find a document and which words you would use when trying to find it.
For example, you’re saving a phone bill. Do you think phone bill.pdf is an adequate name? Probably not. July phone bill.pdf is not any better.
So, when naming a phone bill, think about how you might search:
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By company (I want the XYZCorp phone bill)
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By type of document (I want a phone bill)
- By Date (I want July- Year)
A structured naming system will show you information about the file right away without having to open it and saving you time and the headache of opening each document.
Avoid using long names or unique characters like- !@, !, #, *, etc. This could slow down a file search.
5. Create Folder Templates
Once you start identifying and practicing how and where you file your digital documents, you may notice that you have specific folders and subfolders that you use repeatedly.
Did you know you can copy over that folder and make it into a template?
To create a folder template:
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Set up your sample folder structure
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Copy it in Finder on Mac iOS or File Explorer on Windows and paste it into a new folder.
- Rename the top-level folder and sub-folders accordingly
Pro Tip for Mac Users: You can use a tool like Keyboard Maestro, an application designed for keyboard-driven productivity by creating macros. This software automates repetitive tasks into a macro application on your Mac.
6. Make Shortcuts, Launchers, and Favorites Your Best Friends
Do you have specific folders that you access all the time?
Instead of digging through your file structure to access the documents, you can drag the folder to the Finder or File Explorer sidebar. Creating a shortcut directly to that folder- easy 1-click access. We like easy access to a folder without cluttering the desktop.
7. Archive Files Periodically
An unnecessary practice for organizing files is creating a folder for outdated folders that you no longer need monthly or even quarterly access. Instead of creating a file of old documents, move the old folders into the archives storage.
An archive file is designed to store files and folders that you no longer need regular access to but need to keep for your records. Archive files are typically separated from your main drive and stored on slower and less expensive storage solutions.
Key Takeaways for Organizing Computer Files and Folders
There are three overarching goals to keep in mind when organizing your files and folders on your computer:
Easy to File
Keep it simple, don’t overcomplicate your folders or files into a hierarchical maze. Start with a broad category and organize it by workflow or task.
Easy to Find
It’s all about saving the file name with a simple formula, making it easy to find, and knowing what the file contains.
Templates and Shortcuts
Use templates when you have identified the best naming convention and practice; this will help form good habits when organizing your computer files. And creating shortcuts will help save you time accessing the files you need constantly.
We hope these simple and easy-to-follow tips will help you better organize your documents and files on your computer. So your desktop looks clutter-free, and finding documents is a breeze.
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