Easy Organization

Some people have heard of the one-folder system.  If not, it is a technique where all files are kept in a single folder rather than multiple folders.  The great thing with folders is that you can organize into any hierarchy you desire.  The problem with folders and that many people end up “over organized.”  It is good to be organized.  It is inefficient to waste time searching through multiple folders to find a document.  You should be able to quickly and easily open the files you need. Wasted time is time lost.

When you’ve reached a point where you have so many folders created that you can’t determine where you may have filed a document, it may be time to change.  If not completely re-doing the way you file (ie: eliminating all folders) change your mind-set going forward.

The way to attack your organization would be to use syntax to keep files in order.  This needs to be a standard process for all new saved files and be something that is flexible enough to change as your needs change.  While it may make sense to keep work-related files separate from personal files, we will attempt to eliminate the multitude of folders housed in the ‘Work’ and ‘Personal’ folders.

With tax season here, let’s use that as an example.  Keeping hardcopies stored is required by law for a certain period of time, but the easiest way to organize yourself for simple recollection is to keep electronic copies.  Many institutions send out electronic versions of your tax documents or allow you to download them from your online account.  If neither is an option, scan your documents.

How do I organize?

Syntax.  You may want to look through the types of files you have before making these changes and sketch out how you would like to use your system going forward.  Let’s use an example below:

Tax 2008 Document #1 Name

Tax 2008 Document #2 Name

Tax 2009 Document #1 Name

Tax 2009 Document #2 Name

Going forward, all tax documents will follow the syntax you decide.  A suggested structure is as follows:

Category (subcategory if applicable) YYYYMMDD File Name

When you open your folder and look down your list of files, the “folders” you’ve set up will begin to materialize.  To make things more simple, use CTRL+F (CMD+F for Mac) to search for your category OR click on a file and start to type out the category name.  Your highlighted file will begin to find what you are searching for.  Keeping updated files and edits will make the date included vital.

The tax example listed above does not include MM and DD in its syntax.  This goes back to the flexibility aspect we mentioned earlier.  Because you only receive one W-2 per employer, you do not need the additional information.  You want enough information so you know what the file is you are about to open, but you don’t want to become bogged down by excessively long file names.  The goal is to make your organization better, not to set a Guinness Record for longest file name.

What about you?  What techniques do you apply to find files on your computer?

Intro

I plan on writing as soon as I brainstorm some ideas/topics.  In the meantime, I recommend reading Getting Things Done by David Allen.

Stay tuned.