I have so much stuff... on the computer!

I have to start this off saying that I really struggled with this post.  The idea of digitally saving files and making sure they are organized can be a very intimidating task.  This post is by no means comprehensive – it is meant to spark ideas on how one might organize – they are ideas, suggestions, triggers…

I’m remotely working with a client that recently had a tremendous number of resumes filtering in that he needed to review in a short period of time.  Being the organizational fanatic that I am, I wanted to ensure that he would be able to find what he is looking for without going on a lengthy scavenger hunt.

Simple enough right?  Yes, except every person has a different way of titling their submissions.  Some have descriptions, some have dates, some had company applied to – consistency is important if you are going to create a searchable database so I renamed each of the files with the same format and dropped them in an appropriately titled file.  For my client’s purpose, I chose to alpha by last, first, and then tag if it was a “resume”, “cover letter”, or “email”.  If there were multiple submissions from the same individual, it was also tagged with a number.

By taking the time upfront to save every file with the same format, time was saved on the back end and resumes were identified easily because my client was able to retrieve them quickly.  This also allowed him to fill the positions without the help of an onsite Executive Assistant. 

This project was self-contained allowing for a clean product without any frayed ends but few organizational projects are that simple. 

Most of my clients are struggling with an existing mound of data scattered across several files that are often separated from associated information or duplicated due to lack of consistency or logic.  In the lifespan of a an organization (or household), employees come and go, but there is an opportunity to apply the same principals of physical organization to digital storage that can reduce or eliminate some common storage mistakes despite changes in staffing.

Please note that these basic guidelines are meant for the individual and small business.  Large companies can apply similar tactics, but this post is by no means comprehensive or intended for use on a corporate scale.

Deciding on a digital organizational design can seem daunting, but it is the first step in creating organizational success.   Searching for the information on the computer or cloud can be as frustrating as digging thru a closet full of paperwork that has been locked up since graduation if it is not organized well – just ask any librarian before the Dewey Decimal system was created. If you can’t find what you need, what was the purpose of saving it to begin with? 

Start by asking a few questions… What is the information that you are storing? How do you need to access it? Do you work by project or by date?

There is no right or wrong answer to these questions.  These are meant to help you figure out your categories.  Keeping them generalized can reduce over filing that often provides too many choices for the same information and in the end, leading you down a rabbit hole of clicks.

Creating simple relevant categories will help you save time and energy when searching for anything, including digital files.

Once those questions are answered and you have your categories, the next step is to create a descriptive title. Consider the long term needs of the data you are saving and be simple and consistent. 

For example: tax receipts need to be found at the end of each year and often can be moved to a deeper file once they have served their purpose and purged appropriately when no longer needed.  Your recipe collection on the other hand will likely need to be found repeatedly in the course of a lifetime.  When you are consistent in your titles, they will automatically group near each other even if you choose not separate the taxes from your menu items.

The trick is to find the common denominator for your purposes and stick with it.

Finally, act on it.  We often delay dealing with digital information because we are not sure what to do with it.  Some people leave the emails in their inbox while others just archive it hoping that they will magically remember the keyword so your search doesn't turn up thousands of communications from every Mike you know. 

Spend a few minutes a day dealing with your digital or paper files can keep the 12,000lb elephant in its place.  Make realistic goals and don’t expect overnight results.

It took a long time to collect everything in all of your spaces, physical and digital.  Give yourself several sessions to make a dent – it will get faster as you continue to plug away at it and once the system is in place and you are caught up, the upkeep is minimal… as long as you do it… consistently.