If you have a lot of documents, music, pictures and other files you will know that it's easy for them to become very unorganised. Stop spending hours trying to find that file that you know you've saved *somewhere* on the computer and get your computer organised!
Below I have set out some tips that will help you obtain a well organised computer. Please note that these tips are for Windows users - but other systems should be similar.
Create Folders
Your files and folders should be similar to the same categories as your paper/hardcopy filing system (providing that it is organsied). Create folders, and sub folders.
For example
Category Folder - Financial
Financial - Budgets; Expenses,
And so on...
Transfer your current files to the appropriate areas.
Delete Old Files
Delete old files that you do not use anymore. Just be sure that if you are using a shared computer that others do not need those files.
File Emails
File your emails the same way that you file your hard copy correspondence. Set up folders for different organisations, mailing lists, topics, and friends. Check your email on a daily basis to avoid email's from accumulating.
Don't subscribe to online newsletters unless you are going to have the time to read them.
Only save emails that you need to follow up or are important.
Organise Digital Music
Storing music on your computer is a fantastic way to store your music. There are many media programs that are available that help you to organise your media into folders - such as by the artist or title.
Keep your music organised by removing songs that you don't like - this will free up space and make it a whole lot easier to find the songs that you *do* like.
Organise Your Photos
Storing your photos on your computer saves space and money and there are so many options and ways to store your photos. Follow the above rules and store them in folders - such as events, family, work, etc. Whatever works best for you. You may also like to file them according to year.
Don't forget to always back up your files so you don't lose them in a crash!
Organise Your Bookmarks
Keep your bookmarks organised into folders as well - and make sure that you go through these on a regular basis to delete the ones that you do not use anymore.
Do you have an effective filing system? Chances are - if your filing system is too complicated, you're not going to use it.
Whether you decide to set up and use a filing cabinet or arch lever files - you need a system that is going to work for you and the people who need to use it.
Some questions that you need to be aware of before setting up your new filing system will help you set up the best system to suit your needs. Consider the following:
• What are the items that you need to file?
• Who will be using these files?
• How often will the files be used?
• How big will each file be?
• How will the files be used?
There are three main steps to setting up an effective filing system:
• Categorising
• Choosing a Filing System
• Labelling
1. Categorising
All homes and businesses have different types of paperwork that needs filing. It is a really good idea to set up categories before you even begin to set up your new filing system.
You will need main categories, as well as sub-categories. For example, a "main" category may be "Pets" with your sub-categories being manila folders for each pet. For example "Fluffy", "Pebbles", etc.
If you will be using a filing cabinet system, your main category will be clearly labelled on the suspension file, with your sub-categories being stored in clearly labelled manila files that you will keep in the main category suspension file. Remember to label everything neatly and clearly.
If you choose to use the level arch folders to set up your filing system - use a different folder for each main category, and set up dividers inside for each sub category. I have noticed this way of filing to be more time consuming with having to hole punch paperwork and handle the folders - but as I have said earlier, use a system that suits *you*.
2. Choosing A Filing System
There are a few ways you can go here:
• Chronological (Date/Month Sequence)
• Alphabetical (Alphabetical Order)
• Numerical (Numerical Order)
All methods have pro’s and con’s – it really depends on what you will be filing and what works for you!
3. Labelling
• Label your suspension files with your main category using the clear tabs that match your files.
• Label your manila folders with the sub-category - it's a great idea to put your label on the right hand side for easy identification
TIP: Your filing draw or folder shelf should not be over loaded – if everything is squished and packed in too tightly – you are defeating the purpose and you won’t be able to find anything.
Don't be sure - we would love to hear from you and your tips and systems that you have set up? What challenges did you encounter?
Posts
