Home
>
Get Organized - Organization
>
Organization Tips - How to Organise Your Computer Files

Organization Tips - How to Organise Your Computer Files

Everytime Mary had to find a file on her computer, she always had great difficulty. And it was no wonder why. Every file had been saved under the folder "Mary" and that was it. There were no other categories. Consequently every time Mary searched her folder she spent ages sifting through all the documents.

Now Mary is a real smart cookie. She's the Marketing Director of a very well known organisation. She knows her 'stuff'. She is fortunate to have her own personal assistant. However Mary still has to type many of her own letters and prepare a multitude of documents in relation to her demanding role. She also receives around 60 emails a day, most of which contain relevant information to the variety of projects she works on.

In Mary's situation, other team members in her organisation occasionally are required access to her electronic files and in the past they wasted unnecessary time sifting through them

Just like many other businesspeople I have worked with, no-one had shown Mary how to handle the basics of organisation, including how to organise computer files so they are stored logically and can be easily accessed.

So how do you store your computer files?

In my opinion they should resemble the same categories as your paper filing system. If your paper filing system is a disaster, then take careful note of the points made and make changes as soon as possible (today).

Before you do anything else, delete all old or obsolete files.

Write down the categories of information you need.

Ie. Admin
Clients
Projects
Staff
Resources

Note: Always have a general area to cover anything else.

Create folders for each of these areas.

Now work out if you need to expand these categories.

Ie. Admin
Financials
Marketing
Vehicles
Clients
Brown & Co
Jax
Monogram
Projects
Building
Newsletter
Quality Assurance

Create sub-folders for #3 if required.

Transfer existing files to the appropriate areas.

By the way the same applies to emails, the same folders can be set up to store incoming and outgoing email. It will be up to you to decide what will work best for you. And of course you have to be mindful of specific procedures which may be in place in your organisation. Just make sure you keep everything simple and take action.

About The Author

Lorraine Pirihi is Australia's Personal Productivity Specialist and Leading Life Coach. Her business The Office Organiser specialises in showing small business owners and managers, how to get organised at work so they can have a life! Lorraine is also a dynamic speaker and has produced many products including "How to Survive and Thrive at Work!"

To subscribe to her free ezine visit www.office-organiser.com.au

This article may be reproduced providing it is published in it's entirety, including the author's bio and all links. For further information please contact Lorraine Pirihi; www.office-organiser.com.au

shuttle from Midway Glen Ellyn ..

In The News:

The Kimberley Kube trail-ready camper has a compact but spacious design and combines luxury, functionality and ruggedness for a weekend getaway.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Emails instructing you to reset your password for an account may be legitimate, or they may be scams. Kurt "CyberGuy" Knutsson explains.

Northrop Grumman's Manta Ray uncrewed underwater vehicle aims to revolutionize undersea missions — it glides through the ocean without human assistance.

Learn how to work Google's calendar application to streamline and organize your daily tasks from technology expert Kim Komando.

If you do not want Facebook to have automatic access to your private photos, follow our tips to protect yourself. Kurt “CyberGuy" Knutsson shows you how.

Kurt “CyberGuy" Knutsson goes into detail about Apple’s recent iOS update that allows iPhone users to instantly translate spoken language simply by using the Action Button.

Safeguarding your digital life with a reliable physical backup isn't just a precaution, it's a necessity. Kurt “CyberGuy" Knutsson provides the essential backup checklist.

Kurt “CyberGuy" Knutsson reveals how a Redditor exposed false recycling claims at their apartment, highlighting a report that only 21% of U.S. recyclables are processed.

Kurt "CyberGuy" Knutsson offers a travel toolkit featuring five technology tools to help you with booking flights and hotels for your summer vacation.

The bubble behind the clock on your iPhone can appear in different colors. Kurt "CyberGuy" Knutsson explains what each of those colors mean.

Scammers are using the power of artificial intelligence to mimic voices of people and are using the fake voices to commit crimes, like kidnappings.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Tech guru Kurt "CyberGuy" Knutsson explains the science behind the Invisibility Shield, a 6-foot shield that makes people become invisible.

The International Olympic Committee on Friday announced plans to use AI in various Olympic aspects, including athlete identification, training and judging.

Tech guru Kurt "CyberGuy" Knutsson explains an easy trick to avoid squinting while working or surfing the web by zooming in on your personal computer.

Streaming giant Roku has recently been targeted by a pair of cyberattacks, and the company confirmed over a half million Roku accounts were compromised.

The Land Aircraft Carrier combines an all-terrain, six-wheeled vehicle with a two-seat aircraft, which features electric vertical takeoff and landing.

The European Union has sent TikTok a "request for information" on the video sharing platform's newest app, TikTok Lite, under the Digital Services Act, with the aim to clean up social media.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

The FBI is warning the public about a recent phishing scam via text that claims its targets owe money in Pennsylvania for unpaid road toll charges.

Your Apple Music settings may be revealing to your contacts what you're listening to. Kurt "CyberGuy" Knutsson explains the process to change those settings.

Learn how to secure social media accounts, implement legacy contacts, and create a digital estate plan to protect your online assets from 'ghost hackers' after your death.

A ported phone number scam is leading to more people having their identities stolen by sophisticated scammers. Kurt “CyberGuy" Knutsson tells you what you need to know.

The Great Pacific Garbage Patch, a vast marine debris vortex, is being tackled by The Ocean Cleanup’s innovative technologies. Kurt “CyberGuy" Knutsson explains.

Organization Tips - How to Organise Your Computer Files

Get Organized - Organization