Your personal computer can be a great tool, that allows you to store your photos and documents and provides you with access to the Internet. However, your computer can quickly become cluttered, if you don’t know how to organise your files properly. If you have had the same computer for a while, it’s likely that you have accumulated plenty of files, photos, and emails that you no longer need. As a result, this can lead to a slowdown of your operating system and a range of other technical issues. Below you will find our top tips to create a robust computer file management system.
Delete Unwanted Files
It’s likely that you have a lot of data on your computer that you don’t use. The first essential step is to remove the clutter from your computer, as there is no point organising unwanted and old files. Also, it’s recommended to clear your desktop by installing desktop shortcuts only for important software. Your desktop is supposed to be clean so that you can enjoy the high-resolution wallpaper you have installed without obstructions. At times, you may need to put a file or two there for temporary storage, such as the ones you’re currently working on. Once you’re finished, remember to archive them to prevent files from accumulating.
Organise Your Images
Whether you take photos with your smartphone or camera, you probably have photos saved everywhere, from your cloud storage to folders spread all over your computer. Organising these images can be overwhelming, especially if you don’t do it straight away. For example, if you need a PDF version of one of your photos, it’s best to use a JPG to PDF file converter. Also, it’s advisable to create a simple and easy-to-remember file structure, that you can use consistently in the future. Therefore, this will help you manage your photo saving workflow and keep your photo library under control.
Group Files In Folders
Folders are a key component of a good organisational structure, that will let you divide files into logical collections. Before you begin, it may be helpful to plan out your folder structure and find an approach that works for you. For example, consider whether you would prefer a pictures folder by events, people, place, or something else. Also, think about whether you would want your documents separated by life and work. You may want to create folders within folders but be careful not to make the hierarchy too deep. Otherwise, you will end up clicking through many files before reaching the one you need.
Create Folder Templates
Once you get used to working with files and folders, you may realise that there are certain folders and subfolders that you keep using over and over again. This typically applies to financial documents, project work, and client work. Therefore, it might be beneficial to pre-create a folder template with the structure you want to use. This way, every time you come to a new financial period, get a new client or start a project, it will be easy to copy over that folder template. As a result, this will ensure consistency, as your folders will be named the same way every time.
Name Your Files And Folders Strategically
You’ll need to create a consistent naming convention for your files and folders. It should be easy to determine what is inside, but it should also be relatively concise. Also, make sure that your spelling and grammar are accurate so that titles appear correctly in searches later on. Avoid using abbreviations, as they might make sense at the time, but it’s possible that you may forget them afterwards. Consider including elements that can make documents easily recognisable, such as date, document type, or project name. Be sure to develop a personal system, that you can stick to in the long run.
Remove Duplicates
Having multiple copies of the same file can lead to confusion and a waste of storage space. This means that any changes you make won’t sync between them, resulting in different versions of the same document. Duplicates can often happen accidentally and they’re usually difficult to hunt down manually. Therefore, you may want to use a tool, that can scan your computer for duplicate files and allow you to remove them. Most of the time, copies of files can emerge, when they have been stored in different places. You can prevent this from happening by using shortcuts.
Maintain Your System
Although it can be tempting to save a file quickly by naming it randomly and putting it on your desktop, you shouldn’t waste your organisational work. Once you have developed a system to keep your files organised, it’s crucial to stick to it. If you don’t maintain your system, you risk ending up back in a mess of files, that would be difficult to navigate. When saving a new file, remember to follow key guidelines, such as creating a good name and placing the file in the correct folder. This will simplify your workflow and personal life alike, as you won’t waste time and effort looking for the right document.
