If your desktop isn’t well organized, much of your time will be wasted searching for lost files on your computer, and you may lose important documents altogether. Here are some top tips for organizing your desktop effectively.
Use folders organized by category: You wouldn’t throw all your bills and invoices into a big pile on the kitchen table only to face the daunting task of searching through them all when you want to make a payment. So, why do you save all your files in the same place on your computer? At home, you probably use a filing system to organize your important documents. Replicate this approach on your computer and you’ll quickly and easily find what you’re looking for. Create folders and subfolders that you can use to organize your documents according to their content/category, and you will make things much easier for yourself in the long run.
Keep the file structure simple: Subfolders are great in helping you organize your file structure; however, don’t overdo it. Keep subfolders to a minimum of three levels; otherwise, it may be hard to locate them. Store the files you access on a regular basis in the root folder so you can find them at the click of a button.
Keep the naming system simple: Use brief, simple, self-explanatory names for your files and folders. While you’re probably going to be the only person who accesses them, it is good to question whether a third person can guess what is in a folder simply by reading its name.
Archive old documents: Make sure that your folders are limited to the documents you use on a regular basis. Archive the remaining files in a folder that you title “Archive.” You may even want to consider replicating your file structure in the archive folder.
Keep on top of it all: Once you have established an effective filing process, follow it diligently; otherwise, you’ll undo all the hard work you’ve put into this activity and may even end up in a bigger muddle than before.
Start organizing your files and folders today and you’ll be amazed by how quickly and easily you can transform your work processes and improve your efficiency.