Everyday digital files are coming up missing! It’s a well-known fact people commonly misplace their files or have corrupt files. How much time do you think can be wasted on a poor digital filing structure?
Answer: A shit ton. Therefore, investing time in developing a more efficient filing structure is important.
As the world continues to move away from paper and print, the importance of having a systematic digital filing structure that works is drastically increasing. People are experiencing technical issues day-to-day, preventing them from finding their correct and most up-to-date files efficiently. Think of all the risks associated with this inefficiency (time, money, etc…).
Many businesses are failing to recognize and evaluate how their digital infrastructure is failing and hurting their profits. Such an oversight can be a devastating blow to a pre-existing business. This is a company we probably all presume is failing to “get with the times”.
Here’s to a Better Digital Workflow
“What if my files and documents are already scattered everywhere? What’s the best way to get the digital filing structure back under control?!”
I’m glad you [hypothetically] asked… here are 4 TOP SECRET tips:
- Downsize the first level of folders; your navigation must be simple to follow. The idea is similar to the user experience (UX) and user interface (UI) in web design. Besides the navigation, make sure the folders’ names are clear and concise.
- Once you create the first level, start sub-categorizing and organizing folders accordingly. Develop a proper digital filing structure hierarchy into the second, third, and fourth levels.
NOTE: A typical rule of thumb is to not go any deeper than five or six levels. If your levels continue to trickle down too far, it will become time-consuming. Don’t make it too difficult to find your digital files. - Move your digital files by dragging-and-dropping them accordingly so everything will be more organized. Be sure to keep your digital filing structure orderly by labeling and naming them in an organized fashion.
- Communicate with everyone involved where things are and/or will be located. Miscommunication can result in digital file displacement. The people involved need to be made aware of the filing tactics in place. Don’t let your files wind up in incorrect locations because many more inefficiencies will arise. Communication is key!
You can find up-to-date tips and tricks from all over the Internet on our Pinterest board: Digital Organization System
