Navigation should be uncomplicated and painless. Just because your system makes sense to you doesn’t mean it does for others. Ultimately, the system you decide on should meet two criteria: This may mean combining the two methods described above: the broadest folders are named by quarter, but the subfolders are sorted by project. Within these broad folders, the subfolders are again flexible subfolders should be sorted in the way that makes the most sense for your needs. Parent folders are named by quarter-there would be a 2016-Q2 folder, 2016-Q3, etc. The second instance (by quarter) is also quite straightforward. These may represent each team involved, time segments across the project, or the type of files they house. Each project has its own folder and every file generated over its course is housed in that folder. In the first case, the broadest folders (the ones that appear on your desktop or in your documents folder) are named according to project. There are endless ways to sort files and folders, but two of the common methods are to sort by project and by quarter. Implementing an organizational system is certainly daunting, especially if your files are all over the place. This diagram communicates the parent-child folder relationships to employees, clarifying where to save and find files. To maintain consistency in a company structure, a file sorting system can be conveyed via an org chart. In this case, a folder structure is absolutely essential-otherwise files would be lost in a mess of other employees’ documents. Files used by multiple employees may be saved to a company server where they can be accessed by people across the company. When your computer is well organized, you don’t waste time browsing for one specific file, freeing up time to focus on more important tasks.Ī fixed file-sorting system also simplifies collaboration. If your boss needs a document from a few years back, you want to find it quickly-a consistent folder structure makes this possible. Ideally, you should be able to locate any one of them without using your computer’s search feature. A paper-strewn desk is distracting and unprofessional the same goes for your computer.ĭepending on your role, you may be responsible for hundreds, if not thousands, of files.
Whether it is on a physical desk or your computer’s desktop, jumbled files, reports, and other documents don’t facilitate productivity. It’s hard to get work done in a messy workspace. We all have that coworker: their desktop image is barely visible under all of their files their documents folder is in complete disarray, not to mention downloads. The same should be true when working with computers, but, for whatever reason, this practice is often ignored with digital files.
When people deal with physical documents, they likely have a rigid file-sorting structure in place-a system that makes locating documents quick and straightforward. The advent of widespread digital documentation simplifies work and generally makes things easier but is not without its challenges. It’s unlikely you’ll ever have to maintain and organize hundreds of paper documents-all of that information is simply stored on a computer. Unwieldy file cabinets and physical documents are largely things of the past, and as the world grows increasingly dependent on digital information, workplace clutter is decreasing.
0 kommentar(er)
