File Organization

/New folder(2)/new folder - copy/latest_version_rev2b_FINAL_SERIOUSLY.docx … Wait? Is that the right version? Did I even save those changes I made before I went to sleep last night?

I should really start organizing my files.

Alright. Why Does This Matter?

The benefits of file organization are pretty clear:

  • Find your documents quickly and easily
  • avoid file duplication
  • track changes more easily
  • peace of mind

Cool. So What do I do?

Just like with your task system, your own file organization system just has to be one that you like and can maintain without giving yourself a headache. Here’s what I do, as a reference for setting up your own:

  • Organize your documents folder in a project centric style.
    • For example, if you have an essay to write, go to your Documents folder and inside that create a new folder with the title of the essay. Inside that folder create your document, add any pictures, reference material, or other files pertaining ONLY to that essay
  • frequently accessed folders can be shifted to the top of your file browser by placing an @ or _ before the file or folder name (assuming you arrange the files to be shown alphabetically, which is the default for most systems anyway).
  • organize and clean up your files regularly (aim for once a week). I would say at the very least do it monthly. If you do this regularly enough, it takes only a few minutes and keeps you refreshed on what work you have done, what kinds of files you make regularly, etc.
  • Have a TEMP folder or an inbox folder for those times where you need to save something quickly, or just don’t know where to put the file. You can dedicate 5 minutes at the end of every day to empty out this folder by either DELETING the file or MOVING it to a more logical location.

One final note:

Carefully consider where you will keep your up to date digital files. It might be beneficial for you to use Dropbox or Google Drive so that you can access your work regardless of the device you have available. This avoids disaster like a broken or stolen laptop! Back up your most important files on a regular basis to an external drive or backup service, unless you truly don’t care if the files are deleted forever (you probably do care though).

If you’re not interested in doing that much work to track your files, I suggest at the very least that you do the following:

  • Separate work from hobby files
  • keep your pictures sorted in different folders with an entirely separate system
  • name things so that future you will understand what the file is without opening it

More, Please!

For file backup advice check the following out:

http://lifehacker.com/five-best-online-backup-services-1006345049

This was the first article I read about file organization, after I finally got fed up with trying to figure out the optimal way on my own. Sadly, there isn’t any one best way to organize your files, but this article was a good start for me.

http://lifehacker.com/5878795/ditch-hard-drive-clutter-with-an-organized-automated-home-folder

Up next

Single Tasking (Death to Multitasking)