Organization Tips - How to Organise Your Computer Files

Everytime Mary had to find a file on her computer, she always had great difficulty. And it was no wonder why. Every file had been saved under the folder "Mary" and that was it. There were no other categories. Consequently every time Mary searched her folder she spent ages sifting through all the documents.

Now Mary is a real smart cookie. She's the Marketing Director of a very well known organisation. She knows her 'stuff'. She is fortunate to have her own personal assistant. However Mary still has to type many of her own letters and prepare a multitude of documents in relation to her demanding role. She also receives around 60 emails a day, most of which contain relevant information to the variety of projects she works on.

In Mary's situation, other team members in her organisation occasionally are required access to her electronic files and in the past they wasted unnecessary time sifting through them

Just like many other businesspeople I have worked with, no-one had shown Mary how to handle the basics of organisation, including how to organise computer files so they are stored logically and can be easily accessed.

So how do you store your computer files?

In my opinion they should resemble the same categories as your paper filing system. If your paper filing system is a disaster, then take careful note of the points made and make changes as soon as possible (today).

Before you do anything else, delete all old or obsolete files.

Write down the categories of information you need.

Ie. Admin
Clients
Projects
Staff
Resources

Note: Always have a general area to cover anything else.

Create folders for each of these areas.

Now work out if you need to expand these categories.

Ie. Admin
Financials
Marketing
Vehicles
Clients
Brown & Co
Jax
Monogram
Projects
Building
Newsletter
Quality Assurance

Create sub-folders for #3 if required.

Transfer existing files to the appropriate areas.

By the way the same applies to emails, the same folders can be set up to store incoming and outgoing email. It will be up to you to decide what will work best for you. And of course you have to be mindful of specific procedures which may be in place in your organisation. Just make sure you keep everything simple and take action.

About The Author

Lorraine Pirihi is Australia's Personal Productivity Specialist and Leading Life Coach. Her business The Office Organiser specialises in showing small business owners and managers, how to get organised at work so they can have a life! Lorraine is also a dynamic speaker and has produced many products including "How to Survive and Thrive at Work!"

To subscribe to her free ezine visit www.office-organiser.com.au

This article may be reproduced providing it is published in it's entirety, including the author's bio and all links. For further information please contact Lorraine Pirihi; lorraine@office-organiser.com.au

---

How Clutter Chases Money Away

Have you ever heard that having a cluttered home can... Read More

New Business? Changing Careers? Youve Got a Whole New Ball Game

When you embark on a life transition, the skills that... Read More

Creative Storage Solutions

When the things in your home start crowding in around... Read More

10 Myths of Clutter Clearing

1) It's easy to have a good clear out: Not... Read More

Get Organized: 10 Universal Laws

The Law of the 1st StepA good first step in... Read More

Organize Your Desk ? Live Longer!

It may seem far-fetched, but by organizing your desk, your... Read More

Are You A Collector?

Collections are the outward manifestation of a deeply-felt principle or... Read More

10 Tips for a More Organized Morning

1. Teach your children to use an alarm clock or... Read More

Common Clutter Culprits- How to Bust Through Clutter

Paper1. You may already be in the habit of filing... Read More

Four Tips For Clearing The Clutter

Spring?. Fresh breezes through open windows, sleeping trees come awake... Read More

Lightening The Load

When I tell people what a FREEING experience moving is,... Read More

50 Ideas to Organize Your Home

"Organize" is a familiar word heard on many of today's... Read More

Technology...The Culprit and the Tool

Technology has given us the tools to reduce routine tasking,... Read More

The Natural Law of Attrition

I'm cheap and proud of it.I use and re-use things... Read More

Relieve Vacation Stress By Planning Ahead

Cindy looks at the calendar and sighs. Ah, the end... Read More

Home Organizing Tips & Gizmos

Staying organized can be a constant battle. The following organizing... Read More

Choose Spice Racks That Help You Organize Your Home

Today you have almost as many choices of spice racks... Read More

Escaping The Clutter Trap? - 5 Steps For Increasing Productivity And Decreasing Stress

? Do you feel overwhelmed by all the "stuff" in... Read More

Overcoming E-mail Overload Using Microsoft Outlook

Do you feel like you just get too much e-mail?... Read More

Give Up Control to Get Control

For some reason, Americans think they have something to prove... Read More

Declutter for Sucess

Finish each day and be done with it. You have... Read More

Clutter Clearing Tips that Work

Coping with clutter is rarely easy. There's more involved than... Read More

Clutter Campaign - Maintain Your Success

To want in one's heart to do a thing for... Read More

Three Effortless Ways to Win the Paperwork Battle

Buried under mountains of paperwork from your company? Do the... Read More

10 Easy Maintenance Tips vs Piling on the Chaos

Whether you are in your own business or an employee... Read More

Organization Tips - How to Organise Your Computer Files

Everytime Mary had to find a file on her computer,... Read More

Organization Tips - How To Get Things Done

What stops you from 'getting things done?'Have you ever started... Read More

Simplify Your Life! No Really...Simplify Your Life!

We hear it every day."Buy this product, and simplify your... Read More

10 Simple Ways to Clear Clutter from Your Home and Office

There is nothing worse then spending ten minutes looking for... Read More

10 Minute Tricks to Help You Get Organized

Whoever thought you'd be able to get organized in just... Read More

Change the Way You Think and Change Your Life

Dennis is working as a factory worker during the day... Read More

Organize Yourself Otherwise Your Work Could Kill You

We are in a society where people are applauded for... Read More

Can You Really Improve Your Organisation Skills

I'm sure most of you have heard of Zig Ziglar... Read More