Improve Your File Management Efficiency
As a business, file management can be a tedious and sometimes overwhelming task. Between your computer, the cloud, and mobile devices, remembering where all of your documents are stored can be quite the challenge. But fear not – there is always something to be done! To make finding everything that little bit easier, here are our top tips to help you improve your file management efficiency.
Avoid saving unnecessary documents
Saving unnecessary documents will clutter your folders and take up precious storage on your device. Too many files will make it more time-consuming to navigate and find what you’re looking for, so avoid saving documents unless necessary. Take a look through your existing documents and only keep the ones that are relevant to your current work. Declutter regularly!
Name your files and folders consistently
Naming files and folders in a consistent way makes your documents much easier to find. Using abbreviations like “CLI” for clients makes it easy to identify sought after files and folders relating to your customers. Including the date of creation in the file name can also be useful for sorting, while ‘colour coding’ softwares are an effective, tried and tested way to differentiate your content through the help of a third party.
Store related documents together
Store all documents relating to a single project or theme in the same folder. Avoid grouping unrelated documents together just because they have the same file type. For example; putting all presentations in the same place, all spreadsheets in the same place etc. You can always use the ‘sort’ function in a folder and sort by file type instead if you’re looking for something specific.
Separate ongoing work and completed work
If you store your ongoing and completed work in the same place, things can get really confusing and it can make finding the right files a nightmare. Avoid getting mixed up by moving all your completed work into a different folder every couple of weeks. This will go a long way in improving your general organisation as well as providing a clearer picture of your current tasks and duties.
Don’t overfill folders
Try splitting a busy folder into smaller groups (subfolders). You could try dividing the folder by different categories, for example; clients. Then within those folders by different projects or contracts. This will allow you to navigate through your documents quicker and ensure that you always know where everything is. If you can’t divide the files any further and are having trouble finding what you need – try sorting by date modified, file type, or name.
Make digital copies of paper documents
Making digital copies of business documents is highly recommended. It can be helpful if physical documents are taking up too much space, if you like to have everything in one place, or if you’re on the go and frequently need to take your ‘office’ with you. You can do this by scanning documents and organising them accordingly in relevant folders. Carefully consider if it is appropriate to make copies of sensitive documents and always adhere to the latest GDPR standards.
We know that file management can be a struggle, and so we hope you’ve found our tips insightful! Should you ever find yourself needing help with your admin or any additional business support, please don’t hesitate to reach out to our team – we’re always more than happy to help! Get in touch:
T: 01903 688789 E: email@example.com