Something every business owner should know is how to organize their digital files. For you to work well and get anything done efficiently, then having an organized computer or laptop in your business is so important. I think we’ve all experienced having digital files sitting somewhere where home is not in a file. Or a desktop that makes you feel overwhelmed and unhappy just looking at it. Well, today we are changing that!
After organizing my laptop it feels really good to open it each morning and when I need something I can find it quickly and easily.
I have written a list down below to help you organize your computer.
How to organize digital files, folders, and documents
First up is organizing all the digital files, documents, and folders. Dropbox is very common to use for storing files. It’s a good place to store your client files as well and organize those there. You could use it for free but if you want to free up space on your hard drive you’ll have to pay for Dropbox Pro. I don’t use Dropbox so much because I am already paying for Google Workspace so I’m storing everything there.
What you want to do with all of your files and documents is to keep them in folders and subfolders. You could have many subfolders but I find it easier not to overcomplicate. Keep it simple because it will be easier to find what you need.
The first set of folders should be categorized. The subfolders should also be categorized according to the folder they’re in. The category will be the name of the folder.
This way you will have all files and documents separated according to categories and it will feel so great having them all organized. I will write a more detailed post about this in the future.
The desktop can get really messy, right? It has for me in the past many times. At the moment, it’s looking quite empty which is great. One rule I have for myself, and what I would recommend you follow too, is that you do not keep any files or documents on your desktop. This was a little difficult for me because sometimes the desktop is used as a dumping ground.
Try to keep every single file or document in a folder. And if you can, don’t keep any folders on your desktop at all. Now, this sounds like a challenge. However, I like having a folder where I keep files and documents that I will look through to move somewhere else at a later time. In other words, the files I used to dump on my desktop are now in that miscellaneous folder.
Organizing my email made me very stressed out just thinking about it. I have so many emails and I have tried to keep them organized in folders. But they accumulated so fast in my inbox I just couldn’t keep up. Every time I went in to check my inbox there’d be so many read and unread emails. I realized I was not using the inbox as intended.
An inbox is for new unread emails. If they’re not, they should be moved to a folder or archived. This is something that needs to be maintained every single day because new emails usually come in every day. If that’s too often, at least clean out your inbox every week.
Most people use Gmail and taking advantage of changing the settings can help you with dividing the inbox, having filters and labels.
To organize your projects or operations in your business you should definitely use a project management tool. There is no reason why you shouldn’t because there are great ones that are completely free. The best free tool is Asana. There’s a free plan that you can do so much with. Here you can keep all projects and tasks organized in one place, and you can schedule the tasks. This leads me to the next part.
The best part about having your schedule on your computer is that it’s available on all your devices and that you can easily move around events, tasks or commitments, and you can automate them if they are recurring. You put it in once and then you don’t have to think about it anymore.
Having an organized schedule goes together with scheduling certain tasks at a time when it will be most beneficial for you. Such as scheduling important tasks at a time when you will be the most productive. For me, that is in the mornings and I do my bigger time-consuming tasks then. Organizing your weeks by themes or by batching tasks is helpful to keep an organized schedule.
There is a very simple solution to keeping your passwords organized. I use the LastPass Chrome extension. This app will keep your passwords very safe and the best part is that you don’t have to remember all your passwords. You just have to remember one master password.
Let’s have a recap, shall we?
Learning how to organize your digital files and computer will help you become more productive and work more efficiently. These are the areas I recommend organizing:
- Digital files, folders, and documents
Take some time at the end of your workdays to tackle one area. Once you’ve organized an area it will be easier to keep it that way. Check back every now and then to make sure it doesn’t get out of hand. I know that’s happened to me.
If you’re interested in reading more about organizing your online business then check this post out.
I hope this helps you on your way to your blissful business!
What is in some serious need of organizing for you?