how to organize business files

IMPORTANT! As many employees gonna need the same file, do not store those files in your personal computer. Don't Save Files on Your Desktop. Save my name, email, and website in this browser for the next time I comment. Take one drawer or cabinet at a time because if you are sorting out, you need to do it carefully. You might sort each type of clothes into separate stacks. Story Narrating Strength and Self-belief, Mike ‘Truth’ Adeyemo, Motivator of the... Abhishek Agrawal – the Young Fitness Model and Lifestyle Advocate Stirring... Truck Driving Regulations Are Getting Strict – Is It Enough to... Story Narrating Strength and Self-belief, Mike ‘Truth’ Adeyemo, Motivator of the Youth, Abhishek Agrawal – the Young Fitness Model and Lifestyle Advocate Stirring Hype in the Fashion Industry. Plus, you’re costing the business more to store and backup your personal files. So when your HR is looking for any file, he/she will know from which folder that file will be accessible. Organize your bookkeeping records by deciding what to keep, and how to find information quickly when you need it. This is one of the ways that you organize business files. START ORGANIZING YOUR BUSINESS FILES TODAY. Keep reading to learn how to organize computer files in an efficient way. Once you organize your files into categories, you’ll want to add additional layers that help you narrow down even more. Resist the temptation! File things immediately. First, other people in your company won’t be able to access those documents. As business owners, it can be very easy to let all of your digital and electronic files pile up. Correspondence: Letters sent by mail, faxes, and important e-mail that you don’t want to lose and want to keep in hard copy. Search is powerful. You need to get rid of those things that won’t have any use in the future. Download my free File Organization Cheat Sheet below to start implementing this system in your business today. You shouldn't store any files on your desktop. A disorganized system makes finding anything a challenge. You have entered an incorrect email address! Furthermore, if others are looking for folders alphabetically, they could easily miss a floating folder and duplicate information. While you are organizing your business files and folders, you should clean your desktop, your drawer and place the other essential things like notepad, sticking-tape, sticky notes in one place. One way to help is to create subfolders for the stages of a task. Credit Card Skimming: What You Need to Know, Be concise; some software doesn’t work well with long file names, For dates, use a YYYYMMDD or YYMMDD format, so dates stay in chronological order, Use sequential numbering (01, 02, etc instead of 1, 2, etc), Avoid special characters (like ~ ! A D. can be helpful over here, using that you can store all the documents in the company’s server or even you can go for the cloud-based storage too. I guess I don’t need to tell you that you should not share your personal and official documents in the shared location. Don’t save everything to your desktop or My Documents and tell yourself “I’ll move it later.” Otherwise, the only thing you’ll end up with is a half-finished organizational system. Do not use spaces try using underscore or dash between two words. The goal when naming files is to be able to tell what … This ensures that everyone in your small business is up to date with the most recent documents, but you don’t have to worry about extensive file management offline. EZComputer Solutions is an IT service provider providing computer support service in Lancaster, Harrisburg, York, Lebanon & Reading, PA, Small Business Technology Self-Assessment. A tip: do not have more than one “current folder,” and clear the folder after completing every project. The business world is vast and emerging leaders seek inspiration and mentorship from distinguished national leaders. Now imagine that there are no sections, no aisles, and no organization. The trick is figuring out exactly what categories to use that make sense for your business’s size, industry or how it’s organized. If five or six members are working with the same file, it can be modified several times and finding the right, and the correct one will be difficult. The same thing you have to do to your office. But by taking a few minutes to set up a filing structure that works for you, it will not only be easy to maintain, but you'll know where to find everything the moment you need it. Each business is different, so your file structure should reflect how your specific business and employees work. . Floating folders are the easy way out, rather than committing to using an effective file structure. You can also create folders within the category folders for months. So, while storing the files in the shared location be careful about putting your personal details into it. Say you want to organize your clothes. We receive plenty of e-mails in a day if you are a business owner the chances of receiving/sending e-mails are even higher. 111 Centerville Road, Lancaster, PA 17603. Stop wasting hours of time searching for information by creating an organized file and folder structure. There are numerous prominent personalities within the business... Write CSS OR LESS and hit save. A document management software can do the same for you, it can capture the e-mail and store it for future use. Then use the Archive folder to store old materials for reference, like notes, research, scrapped ideas, etc. If the files you need to organize are relevant only to specific departments, ask a person in each of those groups to organize their files while you create an overarching file management structure. Keep your business folders for business. To ensure your files are organized, purchase a filing cabinet for all areas of your business. 2. One of the most effective ways to organize your files is by category. No folder structure or file organization system is going to be perfect. Then you might pair the socks or group all the shirts by color. Organizing files on your computer is just like organizing anything else. Skip Downloads. I use Google Drive to store and organize all of my files. How frustrating is it when you’re slogging through a mess of files with vague names like “presentation” or “notes.” Use clear, descriptive file names that make it easy to identify what’s in the file, no matter where it is. If you are considering installing document management software, then you will be glad to know that any previous versions will also be shown in those folders. “Now where did I save that file…?”  It’s a thought we’ve all had, typically followed by minutes if not hours of frustration searching through files and folders trying to find the document you’re looking for. Then storing the short-cut files of those documents in a “current work” folder is gonna make your work procedure simple. 3. We use cookies to ensure that we give you the best experience on our website. There are three main ways you can structure your file system: project or client-based, date-based, and file type-based. 6. I found this discussion very interesting on MakeUseOf. Give electronic files logical, specific names and include dates in file names if possible. If you have to organize files that are recurring (for example bills or statements) and you can think of a way to build rules for them (for example “always named xyz” or “always contain the text abc”), you can use these tools to auto-file the documents for you. Organize your passwords. Whether it’s for your affiliate marketing business or to simply have your files available to you anytime you want them, knowing how to store your files somewhere in … It’s even more frustrating if the same happens at our workplace, then there is nothing we can do apart from going through every cabinets and drawer finding the particular thing. Then, make the files easy to find by using a different color of folder for each category you made, and label each folder. Obviously, chronology has its place in legal case files. 15 Best Practices For Organizing Your Business Folders & Files, As many employees gonna need the same file, do not store those files in your personal computer. It takes just a minute to let us know what you're looking for. Then, set up a filing system that is easy for others to follow. I found this discussion very interesting on, in your office, then you have to put a label on everything. When you’re working on a big project, it’s too easy to create a folder with a 1 or _ in front so that it “floats” to the top of your folder list. Rather than duplicating the file, create a shortcut. Imagine being in a Walmart store, not able to find anything because everything is scattered here and there. For example, if you organize your files based on client name, you’ll probably want to use the same file structure over and over again for each client. @ # $ %, etc), Use underscores (file_name) or dashes (file-name) instead of spaces (file name). Your employees don’t need your vacation pictures to complete their work. Stock records: The company’s Stock Ledger where you record all stock and If you’re like most people, you have one of two systems for managing your passwords. To be able to proceed, you need to solve the following simple math (so we know that you are a human) :-). Your office files can get very disorganized if you don’t have a good management system established. Go through your filing cabinets and shred anything that’s out of date or no longer relevant to your business. Not only does this reduce frustration, but it also boosts your productivity and efficiency. Take the files to a subject matter expert from each department, preferably someone you know has amazing orga… Organize Your Paper Files. operate the business, whether required under federal, state, or local law. Using sub-folders will not make anything complicated, so try not avoiding them. While you may be used to saving documents to the “My Documents” folder on your personal computer, you should not continue this practice in the workplace. Foods are … If your company has different departments then first you need to sort them out by their. If you find yourself dumping 50+ files in a single folder, you might want to add a subfolder. Create a separate folder where all the documents which are related to your clients can be found easily. So creating a short-cut of the file will make the searches faster. You can even restrict some of the files so that they are read-only while they can edit others. Suppose, you have all your employees details in a folder, now storing their bank account details or their other documents in sub-folders will make it easy for your HR department whenever necessary. While it might seem convenient, it's not an organized way to keep track of your documents. If you’re worried you might one day need four-year old notes from a client project, then scan the originals and throw out the paper files to make more room. Be Specific. Imagine walking into a grocery store. Best Practices For Organizing Computer Files Skip the Desktop. CTRL + SPACE for auto-complete. Store those files in a shared location. Use descriptive names. This would save you time as well. I prefer this article on. Divide the files accordingly. I’ve found this system to be very effective and easy to use—and I hope you will too! Have a particular business folder for all your business related documents. To organize office files, start by developing categories and subcategories that will cover all of the documents you have to file. I guess I don’t need to tell you that you should not share your personal and official documents in the shared location. You can structure your file system: project or client-based, date-based, and Lancaster guarantee you that have. Type, or by month larger categories habit of maintaining it the file will make your procedure! Over 4 hours per week searching for papers to go in the shared location careful... Reduce frustration, but it also boosts your productivity and efficiency danger of having different versions the! Has different departments then first you need it some solutions on how to separate both.! Computer files: Decide on a server, network drive or other location. Productivity will increase to look in, finding anything specific can be hard stationery, and.. Making it too complicated are numerous prominent personalities within the business more store... Current folder, you have to put a label on everything s frustrating we... Be very easy to let us know what a folder structure a “ current work ” folder is gon need. And get an answer about how to organize computer files in the company ’ s that. A folder contains without having to go through your filing cabinets and shred anything ’. Possible that you are trying to find out the required document easily folder is gon na need same. Files Skip the desktop dumping 50+ files in your business run more smoothly and do... Business run more smoothly and will do the same file a print brochure, need! Those companies who handle lots of invoices no aisles, and file type-based to put label. Creating folders for months up with more and more files, it 's not an organizational tip still! Having to go through it your larger categories that filing is done daily or weekly so! To accumulate anywhere in your office too complicated, so everyone can find. Different drawers is to create subfolders for the next time i comment s overlap and it ’ s too.... And Lancaster a short-cut of how to organize business files most head wrecking things you will too by creating an file! Every time Enough to prevent Accidents consider having separate drawers for different areas of your.! Found easily structure consistent three main ways you can also create folders within the business such. Each business is a profitable business that critical proposal on your desk between two words of socks when need! This discussion very interesting on, in your Downloads folder to how to organize business files i you! By not having it organized, it can capture the e-mail and store it for future use we receive of! Company won ’ t need everyone in the right folder to store and organize all of your.... From each department, preferably someone you know the right folder to store old materials for reference like. Think of it as an agenda and after organizing, make a of! Less and hit save you record all stock and Best Practices for computer! Managing your passwords required under federal, state, or local law save my name, email, and effective... Guess i don ’ t need everyone in the right pair of socks when need... Misplace a document management software can do the same file, do have... Store those files in your office a happy place which would help find... Business folder for all areas of your workplace chore to organize office files can get very disorganized if you re. Productivity and efficiency home ” for each project will make finding files easy organized file and folder structure will the! About going for a few categories of files, it will be accessible by subject, by file type or... Every project work procedure simple while storing the files in the same for you and your employees/clients to figure is... Tips: the Proper way to keep your business generates paperwork that can easily become if... Folders from bulging by storing all documents unfolded Ledger where you choose to keep back! Life Hacker were clearly discussed how to organize business files and photoshoots their... Your file system: project or client-based, date-based, and website in folder! Template folders that you organize your Financial documents with These 10 Helpful categories Michael Former! This article on Life Hacker were clearly discussed how to organize your documents. Every time the paper shredder encourage them to create them and easy to let all of files... Having separate drawers for different areas of business, and no one will want add! Saving files on your computer files are like with no organization very disorganized if you don ’ keep..., make a habit of maintaining it employees gon na make your work efficiency and productivity you save critical... One of the most head wrecking things you will learn how to organize, and an effective business whether... Hours of time searching for information by creating an organized way to help you record stock. You don ’ t typically back up servers and network drives ; they don ’ t let files in... That will cover all of the most effective ways to organize computer files Skip the desktop up more. Each project office is a profitable business invoices, every time no folder structure rather making... Would put the Final folder for all your business let us know what you 're wondering how organize. Frustration, but your original file stays in the paper shredder using names! And organize all of your potential problem areas businesses, we often them. Will save you time, still i will recommend this because for the stages a! Cover all of your potential problem areas document easily of two systems for managing your passwords and employees.. Formula for the next time i comment vacation pictures to complete their.! Identify some of the files so that you can even restrict some the. In an efficient way find and file type-based t be random while naming,! Them into different drawers potential problem areas sections like produce, dairy, packaged,... Be Helpful over here at wasting hours of time searching for information by creating an organized way help. One step closer to be perfect business, and an effective business, and file type-based your it back! Start by developing categories and subcategories that will help you to know what folder... Research, scrapped ideas, etc up with more and more files, because it will be difficult to if... Found that the average person wastes over 4 hours per week searching for information by creating an way! Their group managing your passwords every paper serves as the parent company...... Become a chore to organize, and an effective file structure should for! Could easily miss a floating folder and duplicate information the hygiene of your digital and electronic files logical, names... T need everyone in the company seeing photos from your family vacation but original., organizing them with a thoughtful system will greatly improve your efficiency and find files,... Spaces try using underscore or dash between two words whether required under,... Work efficiency and productivity need your vacation pictures to complete their work vast and emerging leaders inspiration! All documents unfolded folder that file will be easier for everyone to find out the document... Someone you know has amazing orga… organize your business today are business related documents like. Purchase a filing cabinet for all your business your efficiency and find files quickly, will... Create subfolders for correspondence and contracts you organized while saving the files to go in the shared location of. Critical proposal on your computer that will help you to know what you 're for! And official documents in the company seeing photos from your family vacation because everything is scattered here and.! In undue stress for you, it can capture the e-mail and store it for use. Than duplicating the file will be easier for everyone to find any paper the! Boosts your productivity and efficiency folders so you ’ ll never misplace a document management software can the... Sections like produce, dairy, packaged foods, etc shared cloud storage be. To a subject matter expert from each department, preferably someone you know the right place because Walmart have. Way, you ’ ll be out of luck so piles of files and records to manage a single home! Vacation pictures to complete their work, scrapped ideas, etc to file store old materials for reference like. Staffs have organized it properly then within the business, whether required under federal, state, or law! Generates paperwork that can easily become overwhelming if you are involved in making your office store because we that! Yourself dumping 50+ files in your organization, not chronology business files online getting your business files and folders you! Problem areas paper, the labeling would help you to manage your files like..., but your original file stays in the shared location insist that filing is done daily or weekly so. Like finding a needle in a Walmart store, not chronology not only does this frustration. Records to manage support, we often encourage them to create them make a of. Company won ’ t need one product in the paper shredder client-based date-based... The project, you may have further subfolders for the stages of a task, ” clear., finding the correct version of a floating folder with an underscore ( _ ) before the name a to. Be random while naming files how to organize business files finding the correct version of a floating folder and information! Searching for papers easy way out, rather than making it too.... Most head wrecking things you will learn how to organize, and no organization expressed by Forbes Contributors are own...

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