No business can function without having files. And for the bulk of businesses, we’re talking about online files. Cloud storage has enabled us to access files from anywhere and with any electronic device, making it really easy to run a business online. But when it comes to keeping those files organised, it isn’t always as simple!
So if you’re looking to get control over your online files and get them tidied up, here are some simple tips to help.
#1: Keep everything in one place
Cloud storage has made file storage simple. But if you want to keep it simple, you need to keep files in one place. So decide which storage option suits you best. Are you going to opt for Google Drive, One Drive or a file storage system such as Dropbox?
Or do you prefer to avoid cloud storage altogether and have everything stored on your main PC? If you do opt for local storage though, make sure you also have a backup of everything, just in case your PC develops a fault or virus.
#2: Make use of folders
Once you know where your files are going to be stored, you need to be able to quickly find what you need. This is where folders come in hand. The simplest way to sort your files into folders is to opt for basic ‘groups’ for your files, such as personal, work, client, finance etc.
And don’t be afraid to use sub-folders either. So within your personal folder, you could also have sub-folders for finances, household documents, insurance documents and so on.
#3: Use a uniform file naming process
Another important element to consider is how you’re naming your files. If you want to gain control over your files you need to have a uniform naming process for them. The most basic format can be ‘file name’ followed by ‘date’. But you may find another system that works better for your needs.
And that’s the most important part of file organisation – go for something that suits you and your needs.
#4: Schedule regular purging sessions
File organisation isn’t just about how you store files; it’s also about their upkeep. Schedule quarterly sessions for purging and clearing out your files – where you go in and archive or delete files that are no longer needed.
As a business owner, you are responsible for looking after your client’s data. That means both responsibly storing their information as well as deleting any files you have, once you no longer need access to that information too.
#5: Share files across devices
Finally, cloud storage is excellent, as it enables you to have one central place for your files. So do what you can to keep your files organised, especially when sharing files across devices. Don’t duplicate a file to alter it or work on it from another device (unless you legally need to keep a note of amendments etc.). Work on the original file and, if required, track changes rather than duplicating the file and working on the new version.
The second tip is specifically for anyone who has autosave turned on. Name your file and allocate it to a folder as soon as you create it. That way, you avoid accumulating lots of ‘untitled’ files within your cloud storage!
Good file management is something that can really help you get organised and streamline your administrative tasks. But how many more people could you positively impact if we took care of your admin for you?
Getting support is one of the best ways to help your business grow further, so why not reach out and see how we can help? You’ll find our contact information and a link to book an informal chat to discuss your needs here.