One of the nightmares of running a business is managing files, either physically or digitally. A simple mistake can mess up everything, and you won’t even know where to locate your most important files. Well, all you need to get out of this problem is an effective file management technique.
File management is the only gap between you and the safety of your data. You need to keep track of everything that happens in your business. That only happens if you’re organized and can locate all your files easily.
So, how do you manage your files and create order in your office? Here are 7 important tips for building a proper file management strategy.
1. Make Folders Part of Your File Management Strategy
Using folders to group your documents gives you a logical organization that allows easier access to files. If you’re using Windows, you’ll have your libraries where there are documents and pictures to start you off. Everything is as simple as the right-clicking on your mouse then choosing the create folder button.
For instance, if you have several pictures on your computer, you can group them into date, event, or place. This way, you won’t have a difficult time tracing them.
If they’re tasks, you can group them by client or urgency. You can also create subfolders to divide bigger folders into smaller ones.
2. Don’t Forget to Name Your Files
You might already have some random names for files. But are you sure you can send someone else to locate that specific file? You need a descriptive file naming to make it easy for anyone to locate that file.
Storing your files in an organized way and naming appropriately will save you a lot of time. Don’t use unrecognized names or abbreviations to store files. You can consider coming up with a clear guideline to follow to help you out with the naming and file organization.
3. Convert Files for Easier Management
Some files are not easy to manage because they come in cumbersome formats. The best way to deal with such is to compress them or convert them into better formats. This way, you won’t have any problems if you need to run a certain file.
For instance, you need to convert m4a to mp3 if you want flexibility and ease of retrieval. You don’t need to go through any inconveniences when you want to play your favorite music or need to open some files to use urgently.
To make things easier and save a lot of time, do all your file conversations beforehand. This way, you won’t end up in the last-minute rush. Shop around to find the best conversation methods that work well for your specific files.
4. Store Your Files in One Location
Storing your important files anyhow will make it hard to trace. Think about what will happen when you need to find a file on your computer without knowing the specific place to look.
How about you create one folder for files of the same category or store them in alphabetical order.
If they’re those files that you use often, there is no need to bury them deeper into your system. Using a single folder makes it easy to find your documents whenever you need to use them. You can even send someone to locate a file for you when you’re away, and they won’t have any trouble.
5. Backup Your Files
Organizing different types of files in folders and naming isn’t enough. You need to have a backup system to cover your back in case something goes wrong. Data deletion, corrupted drives, theft, and accidents often happen in organizations.
Many businesses have gone through data loss before, and they’ll tell you it wasn’t easy. Imagine if you accidentally delete your files, and you don’t have any other method of retrieving them. The need for data backup for business is indisputable.
Backing up all your data is one of the ways to keep your business running after a disaster. You can start by using the Windows operating system then upgrade to a more reliable method. There are many file backup tools that you can pay for and ensure the security of your business.
6. Arrange Your Files in Hierarchical Order
Making folders all the time can be tiring. But there is another much easier option which involves keeping your files in a hierarchical order. This way, you always know exactly where to find what you’re looking for.
You can choose to arrange your files by their importance or by what you often use. You can also use numeric digits or alphabets to make them easy to scan. For instance, you can add A or 1 at the beginning of the file’s name.
No need to struggle when you can locate and retrieve the files stored in a logical order. You can identify their locations and save your business that valuable time.
7. Clear Your Computer
Many people don’t take the time to identify files they no longer use in their system. Believe it or not, those are files taking up too much space on your computer. They’re making it appear as if you have so many files making it hard for you to stay organized.
You should take some time to sort out those unwanted files and clear them away during your free days. Clear out your entire drive so that you can create space for more important data.
When you finally decide to delete, be careful so that you don’t end up deleting files that you still need. But don’t panic if you delete by mistake because you can recover them from your trash. Only delete permanently if you’re sure you don’t need them anymore.
File Organization Is Key to Better Business Management
You won’t manage your business well if everything is scattered everywhere. You must find a working file management strategy to make things easier and manageable. Adopt the above file management tips to save time and increase the productivity of your business.
Don’t forget to browse other articles on this site for more helpful ways to run your business.