Thanks Rene Petrin. This thread is locked. You can follow the question or vote as helpful, but you cannot reply to this thread. I have the same question Report abuse. Details required :. Cancel Submit. Cons: It can be hard to find related projects unless you include that in the file naming structure. Pros: Each team knows where to find their files, so searching is faster.
Cons: When departments do collaborate, it can be confusing deciding where to save files. Ideally, your file names should be detailed enough that you know exactly what they are at a glance. Start with the broadest category at the beginning of the file name, like the year or department, and then get more specific. Whatever you decide, just be consistent. Work together with features like chat, file sharing, and video calling. Establish a system for version control.
Another option is to establish a clear order of file name endings and ask the whole organization to stick to it. This is useful if you want a separate file to mark each stage of a process, but it does lead to more files.
Give the client a time limit on revisions, if possible, to avoid a never-ending revision cycle. There are several ways to organize images, such as by year, event, project, or department. If your business attends a lot of events, consider creating folders for each event type, such as each conference.
Just like with your other files, decide on an image naming convention and stick to it. Be specific and descriptive, so searching for images is easier. Manage leadership-only or confidential files.
Build data protection into your digital file organization strategy. Set sharing settings on files and folders so that people outside your organization like clients and contractors can only access what they need. Some software gives you granular control over file sharing settings so you can:. If not, then maybe put desks side by side or against each other depending on how much room you have.
You can also use dividers to create small spaces with more than one desk on the same wall as well! Do you have a hard time remembering which folder to put your file in? Do you sometimes spend more time trying to find the right office file than actually working on it?
The best way is to label folders and make sure there is a folder for every type of document you create. This will help you find the right file when you need it, and also keep your desk clean! The average office worker spends over 2 hours a day searching for the right file, so why not have them in labeled folders?
This will help you identify what is in each folder without having to open them. Here are some ideas for how to organize your office files and make them easier to find! It can be difficult to keep your office files organized. Do you find yourself digging through piles of folders for what you need?
You might consider labeling the tabs on your folders with a color-code system to make it easier for you and others to identify which file is what. This will save time and energy in the long run! Do you have a cluttered office?
Do you ever find yourself digging through piles of papers, trying to find that one document that is lost in the mess or do you spend hours looking for it on your computer? We all know how important it is to stay organized at work. But what about the documents that come in before you get around to filing them away? You can very easily buy a software packages that will allow you to format labels, so you can type and print them using your computer.
If you print your labels with your computer, you should use a consistent font size and style. If you are printing by hand, you should try to be consistent and as neat as possible. Sort the files alphabetically. When your filing system is established and you have created all your folders, then put them in order. You should sort the general folders alphabetically. Within each general folder, the subcategories should all be sorted alphabetically as well.
If so, then you will need to decide for yourself if it makes more sense to sort your files with the newest items in front and move to the oldest, or vice versa. Leave several inches of space in each filing drawer. When you are establishing your filing system, you need to leave room for the files to grow. As time goes by, you will undoubtedly receive more papers to add to each folder.
Leave space for your files to expand. Otherwise, you will have the difficult task later of moving entire sections or file drawers in order to make room. Method 2. Gather all the materials that need filing. If you are beginning with a collection of papers that have not been organized and are in disarray, you will need to begin by pulling the papers together. Find a workplace and collect everything in one pile. You will then be able to work on organizing.
These papers should not get filed, or you may not remember to do the work that needs to be done. Then proceed with filing the remaining papers. The papers that need to be dealt with immediately should be sorted into smaller groups based on the work that you need to do. For example, set up such subcategories as call, write, deliver, and pay. Pick up each paper once.
As you sort through the loose papers that you are filing, make decisions about each one as you review it. Pick up the paper, read over it, decide which category and subcategory it belongs to in your filing system, and then put it away. Working this way will help you with consistency in your filing and will help you save time by dealing with each item only once.
As you review each item, you should determine whether you even need to keep it. If the paper is something that has already been dealt with and is not something that you need to keep as a record, then consider discarding it rather than filing it. Unfold each item. Most of the papers you have will probably have come in correspondence and are likely to be in envelopes and folded.
Remove the papers from their envelopes, open them flat, and then file. Filing each paper in this way helps your folders fit uniformly in the file drawer, without bulging where the folded papers stack up. Decide whether you need to keep any envelopes. In most cases, the envelopes are unnecessary and can be discarded. However, if you believe you may need proof of delivery or proof of a postmark, then you should staple the envelope to the papers and keep them together.
Multiple papers should be stapled together. This will prevent things from getting separated or lost. Staples are preferable to paper clips because a they fit more uniformly in the files and b they do not have the problem of slipping off.
Method 3. When new correspondence enters your office or when new paperwork is created, you may not be able to file it right away.
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