Computers and digital devices may be designed to store digital files in an organized and efficient manner, but unfortunately, it’s up to us to keep it organized. Organizing your digital files is one of the first steps to streamlining your processes and improving your productivity.
If you don’t have a plan or any consistent organizational structure for organizing your digital files or programs, you’ll find that the more you use your computer, the more disorganized and difficult it becomes to find anything. Which can impact your ability to be productive at work. Here are some effective ways to start organizing your digital files, and keep your important files easy to access.
Don’t Over Complicate
When organizing your digital files, it’s important not to go overboard with creating folders and sub-folders. It may be more organized that way- but pretty counter-intuitive, as it would only make it more difficult to access. Remember the point of organizing your files is to make it easier for you to find and access them. So, make sure to create folders in a way that is easy for you to navigate and understand. A subject-based system, or a file type based system, are great examples of this! Where you group things based on a common theme, type, or date.
Organizing Your File Structure
When organizing your digital files, the best way to start is to create several folders for broad groups of files and transferring your files into them. An example is organizing your files into folders labeled “Work,” “Personal,” and “Games.” Once you’ve done this, you can look in each folder and see how you can sort the contents into even more sub-folders.
Continuing the example from above, you might decide to organize your work folder into sub-folders called “Projects”, with subfolders of “Reports”, ” Requirements”, and so on. While you don’t want your system to be too complicated, don’t be afraid to give it some depth.
Merge Related Files
Another step you can take when organizing your digital files is to merge related documents. When software or content is uploaded to your PC, it’s placed into a new folder that the computer creates automatically. While this is a useful tool, it often results in unnecessary clutter. Instead of having several files labeled “photos”, you can merge your files into one central folder and organize your files by occasion or date.
Delete Old, Useless Files
After a while, files are forgotten and wind up doing nothing more than taking up space. Eliminating these unused files frees up space, as well as making your filing system more organized. The download folder is usually the culprit and prime source of this sort of clutter. The installer for applications you download is a big one, taking a great deal of space on your PC, and high-impact when you start deleting them.
The Bottom Line
These four techniques for organizing your digital files will not only keep your documents organized, but have a positive impact on your productivity. The key to success is to stick to your system. Otherwise, you could end up with the same mess on your hands that you had when you started. When you receive new files or programs, make sure they end up in their proper place in your filing system. As you’ve probably noticed, there’s many tools (already built into your computer) that you can use to organize your files. But the trick is to organize them in a way that works for you, and sticking with it.
Digital storage provides us a great opportunity to organize our lives in the most uncomplicated and convenient ways imaginable. To make your files easy to access after they’ve been organized, you can use a free cloud storage system. Join us for a FREE webinar titled How To Create Your Own Free Private Cloud System. This presentation will teach you how to set up a cloud storage system using your PC. Allowing you to access your documents, and continue organizing your digital files from anywhere and from any device. Use the button below to register.