If you’ve made the switch from paper files to computer files, you’re already on the right track toward increasing your productivity. But what if this change has caused some issues in being able to find what you’re looking for?
Computer desktop disorganization is not only confusing, but it also makes you waste time trying to come up with files that seem to be missing. You may try different keywords on your computer’s search tool but are still coming up blank with that exact photo or document you need.
Instead of spending your time trying to locate those files, you should spend some time organizing the computer files you have to save you energy in the future! It may take a little while to get through your computer files, but you’ll be able to save time later on by dedicating yourself to the process.
If you’re struggling to come up with the best way to organize your computer files, keep reading as we explore some basic things that may help.
Figure Out What Your Goals Are
The first thing to do is determine which files you need fast access to and which files can sit behind the scenes a little bit more. This is going to be different for everyone, especially depending on what you often use your computer for.
For instance, you can organize your computer by file, by types of data, or by project. Whichever option makes the most sense for you is the best choice because it will help you remember where you’ve put any important computer documents as you need them.
Think about who is going to need access to the files and how you will know if you feel like they are organized. This is the best way to pinpoint what type of organization system will work best for your needs.
Create Folders on Your Computer
Next, it’s time to come up with some computer folders with titles that relate to the different files you have to put in them. For instance, if you have a folder that is going to contain photos related to a specific client’s order, you can name that folder “[Client Name] Photos” to find it easily.
Consistency here is key. If you find something that is related to X, then it goes in the folder X. If you have a file that is specific for a presentation, then you put it in the folder that contains other things related to the presentation.
If your computer is used by multiple people in your household, you can each have your own main folder (such as “John’s Folder”) with other folders containing these more personalized documents within that overarching folder.
Think about how you would organize this data if it was physically in your office and what would make the most sense for you or your family to find what they need.
Consider Renaming Computer Files
You may look at your files and see you have a lot that are made up of random letters and numbers as the name.
Although you may know what that file is right now, it’s still important to rename it to something that makes it easier to find. That way, when you’re using your computer’s search function to find the data, you can easily locate it. In addition to that, it will make your overall organization of the files look much neater if everything has a name attached to it.
You can batch rename files to make this process faster and easier. If you have several files that need a new name, you can do this all at once instead of one by one.
Make sure that you are double-checking your names once you’re finished so that you don’t have any sneaky typos or other issues that would make the file hard to find later on.
Get Rid of Files You Don’t Need
This can be a crucial step in the process, especially if your computer performance has been lacking due to the amount of storage space. Having limited space on your computer causes your computer to work harder to find whatever it is you’re looking for.
If you have a lot of files that you never use and don’t think you’ll ever use again, what’s the point in holding onto them?
An easy way to start this process is by separating your files by type (photos, papers, projects, etc.). After this, you can go through each type of file one at a time to decide if you want to keep it or get rid of it.
This might be something that you’ll want to do before anything else if you have a lot of files on your computer that need to be shuffled through. You may find that you have duplicate files that are taking up valuable space!
If you come across some files that you aren’t sure if you’ll need, instead of keeping them on the computer itself, you may want to invest in a USB drive or an external hard drive to give yourself some more space.
Organize Your Computer Like a Pro
Although organizing your computer files may take you some time, it’s worth it in the end. You’ll be able to find all of the information you need extremely quickly and you’ll feel less stressed about your cluttered, messy computer desktop.
Did you find this article helpful? If so, be sure to take a look at some of the other articles on our website next for additional computer tips.