Whether it is in the cloud or on any device, a good organisation of your files has a direct impact on your efficiency. We waste an average of 12 minutes a week searching through tons of folders, files and documents.
Download Kiply for free and learn how to improve your personal productivity if you want to know how much time you waste looking for files. Follow our advice and save time to use it on what’s really important.
Build up your own system
The main goal of any good organisation is for it to be simple, practical and direct. The system you use must be adapted to your needs and working habits. By applying this advice to your personal experience looking through your file will take only a few seconds:
- Organise your files into folders. Think about how your work is organised and about the process you’ll have to follow to find things before establishing your files structured. Avoid creating too many subfolders that so you’ll save time when going through your files.
- Sort them out by colours and with tags. Build your own system and use colour to group your files depending on the topic.
- Have at a hand’s reach everything you need. Create direct access for files you use every day. Save everything else and for whenever you need it.
- Name everything accordingly. Build your own naming system and try for names to be short and descriptive. Don’t use names like ‘document 1’ that tell nothing about its content.
- Classify things the minute you create them. Name files the minute you create them and place them in the right folder. If you leave this work for later you’ll forget about it and it will be difficult then to store them in the right place.
- Learn how to make a good search. If you use good names for your files, it’ll be easier to find them later. In order to save time, take advantage of the searching tools offered by your team or your storage system in the cloud.
- Review and clean up. Every now and then (3 months for example) save some time to reorganise your files. Delete copies and everything that is not useful anymore. If you don’t want to delete them, you also can save that information that you don’t use on an external memory or on a CD. You’ll save space and file searching will be much more efficient.
Well-organised files mean a well organise work. Personal productivity is not only a matter of working more, it’s a matter of knowing how to organise your work so we can make the best out of it. What if we start putting everything in order?