3 ways to organize files
How to Organize Your Files to Boost Team Efficiency.
You know how it goes. It’s crunch time. Your project is coming down to the wire. You're frantically searching for a critical file to finish a project. You're digging through a labyrinth of folders, but you can’t tell which is which.
Even worse, all the folders look something like: “New folder(3)”or“Marketingproject_Q3__Final_FINAL_revised” The clock is ticking, your stress levels are rising, and you're no closer to finding what you need.
We've all been there, right?
A cluttered, disorganized file system is more than just an annoyance – it's a productivity killer. When you and your team can't find what you need, when you need it, precious time and energy are wasted. Frustration mounts, deadlines are missed, and the quality of your work suffers, potentially costing you important business.But here's the good news: it doesn't have to be this way. With a clear, intuitive file structure in place, you can say goodbye to the digital chaos and hello to a more focused, efficient workday.Here's where most people go wrong:
- They don’t develop an efficient, team-wide file structure in advance.
- They fail to consider access levels when determining the file structure.
- They organize by file type instead of department, client, or project.
As experts in digital organization, we've helped hundreds of businesses streamline their file systems and boost efficiency, and we can help you too.Here's what we recommend.There are 3 common ways to set up your Shared Drive or main folder structure.
First, choose which one is right for you:
- Department-based File Structure: This structure works best for businesses whose departments focus on their own initiatives, as opposed to having lots of cross-department collaboration. If you want to use this structure, we recommend creating top-level folders or drives named after each department. This allows each department to have a unique set of sub-folders tailored to their specific needs. For example, HR can have folders for sensitive employee information, while Sales may need folders for quarterly reports.
- Client-based File Structure: This structure is ideal for businesses where all or most departments collaborate closely on each client, rather than focusing on individual department initiatives. If you choose this one, we recommend keeping general-purpose files at the top level along with a Clients folder. Then, create sub-folders containing the important documents for each respective client. This keeps all client-related files organized and easily accessible for everyone involved.
- Project-based File Structure: This structure is perfect for businesses with multiple revenue streams, such as Sales, Support, and Consulting. If your company falls into this category, we recommend using project names as the top-level folders or drives. Similar to a department-based structure, this approach allows each arm of the company to customize their file organization as needed, while still maintaining a clear overall structure.
One note: it’s not always cut and dry. Most businesses (including mine) need a hybrid of these 3 options. If you want help deciding how to set up your digital folder structure as efficiently as possible, schedule a free discovery call here. We’ll help you lay a foundation, so everything runs smoothly moving forward.
Second, set access levels at the top level for easier management in the future.
For example, all employees may need access to general policy documents but only a select few need access to HR files. Providing access at the top level will make it easy to revoke access to all relevant files in cases like the termination of an employee or the ending of an agency contract.
Third, train your team on the new organizational system.
Be sure to select a point person to maintain what you’ve built. Provide clear guidelines to ensure everyone understands and adheres to the new structure. Above all, emphasize your new naming convention so that all future files are easy to find within your new folder structure.Remember, developing a well-thought-out file structure at the beginning of the process will save you valuable time and energy.Take action this week:Determine which of the three file structures best suits your business and set aside time to begin implementing it.Your future self (and team) will thank you for the time and headaches saved.Until next time, keep striving for that digital peace of mind.
If you're ready to take control of your digital world and want to know where to start, take our Quiz: How Organized Are You? to find your starting place.
