Most people tend to work best in office environments which are free of clutter, which is why good organisation is important when you are in charge of a business. But since so much of our working lives are concentrated in a digital environment these days, you need to make sure that you are keeping on top of your digital files just as much as your physical ones.
Of course, there are all sorts of systems out there which can help you out with this such as an enterprise document management system. But there are also plenty of things which you can do yourself to help. So, let’s take a closer look at what these are.
One Place for All Documents
First of all, you should have a single place which you are funneling all of your documents into. Within this main folder, you can start to channel all of your documents into sub-folders. But if you don’t have this one main document folder, to begin with, there is every chance that your documents will be going here, there, and everywhere. It is much easier to run backups and archives when everything is in a single place.
Folders within Folders
Once you have your main folder headings, you can also further subcategorise these with other folders. For example, if you have a single folder which is entitled ‘Invoices’, it is very easy to have some dated folders from each year running back like ‘2018’, 2017’ etc. However, you don’t want to keep doing this forever as it is very easy for a labyrinthine folder system to be created which is extremely difficult to navigate without a map!
Be Specific in Naming
Though it may feel like a big effort to give each and every one of your files a name, it makes sense that you do this. Ideally, you should know exactly what the document contains without going through the effort of opening it up and looking. If you give a file a highly generic name, you are going to have to end up opening a number of different files before you find the one that you are looking for and the search function starts to become redundant.
Cull Your Files Regularly
Nothing beats the cathartic process of a good, old-fashioned clear out. But before you delete any business files, you want to be entirely certain that you are not going to need them again at any point in the future. A good way of getting around this issue is by creating a new folder which is labelled ‘old’ or ‘inactive’. This way, you can always dig them out again if you should ever need to.
When you are trying to find a specific file, you will be extremely glad that you went through the effort of getting your documents in order. Ultimately, this can go a long way towards ensuring that you run a more orderly company.