Start at the Root

Determine where you want your file system to live on your computer. Having all your files and documents under one “root” folder on your computer will make it easy to locate your files. Many single Windows users have all their folders, files and documents stored haphazardly in the “Documents” or “My Documents” folder on their PC. If this sounds like your system, then you might want to consider starting from scratch. The easiest way to do this is to save all your current folders, files and documents to a new folder and name it something like 2021 Archive or any appropriate name that’s easy to remember. Now, you can start to create a new file structure with broad categories without losing any of your current information. After your new filing system is created you can move previously created files and documents to the newly created system on an as needed basis.

Create a File Structure

File structure is the backbone of your filing system and it begins with using folders for general categories. Think big when creating filing categories and limit the number of folders to a critical few. Describe the contents of the folders with short commonly used, meaningful terms. Start broad and get more specific as you add files and documents to those broad category folders.

Examples for business folder names:

Administration

Clients

Financial

Insurance

Legal

Marketing

Organizations

Sales

Vendors

Projects

Examples for personal folder names:

Financial

Medical

Health & Wellness

Housing

Insurance

Taxes

Use Sub-Categories

After you have created your folders using broad categories you will want to create files with sub-categories. Sub-categories are used to organized those files and documents within your folders. You may have a folder called “Projects” and within that folder are several files or sub-categories called Project-A, Project-B and Project–C.

Sub-category example:

Projects

Project-A

Project-B

Project-C

Determine a Naming Convention

It’s important to name your folders and files consistently and logically. Storing multiple drafts of the same document can get confusing and a naming convention is one way to avoid that confusion.

Adding a date at the beginning of the file name is a great way to keep track of multiple documents and the addition of initials at the end of the file name will add clarity if more than one person is working on the same document.

Naming convention examples:

Sample File

2022.01.01 Sample File

2022.01.01 Sample File JD

“Save As” You Go

File your documents in the proper location by using the “Save As” feature. “Save As” allows you to save and file your documents as you go, so they will be placed in the correct file or folder from the start.

Clean Up Your Desk Top

Evaluate what you really use and delete those icons or shortcuts that are outdated or infrequently used.  Note: deleting a shortcut is not the same as deleting a file, folder or program from your computer. Deleting the shortcut will simply remove it from your desktop.

A program like Fences is a great way to automatically sort out all those remaining icons into organized, easy to see boxes and categories. The program can sort the categories for you or you can create your own categories.

Backup Your Files

Have a regiment in place to regularly back up your files. If your hard drive fails, is damaged or is maliciously attacked, then you risk losing all of your personal documents, photos, business transactions and correspondence. Backing up your files to a separate location, such as the cloud or an external hard drive creates an archive that will enable you to restore your data quickly and having all your files saved to a “root” will make that process easy.

Darla Pompilio

Your Tasks – Our Time, LLC

The post Seven Steps to Organizing Your Electronic Files appeared first on Your Tasks Our Time.

If this sounds familiar then now is the time to consider how you would really like to use and enjoy that space.  First thing you’ll want to do is remove the clutter and completely clear the space.  Now you have a clean pallet and the possibilities are endless; here are a few suggestions to get you started.

Exercise Room:  If you enjoy exercise, but not necessarily going to the gym, then an exercise room may be the perfect solution.  Focus on the activities that you truly enjoy and purchase only the equipment you know you will use.  For example, do not purchase that top of the line treadmill if you hate stationary aerobic equipment.  People often purchase exercise equipment because they feel they should do a certain activity; then end up using the equipment as a clothing rack because they don’t enjoy the activity.

Media Room: Create a media room with comfy chairs, big screen TV and refreshment center.

Entertainment Room: This could be a bar with a pool table and dart board or an area for a poker table or portable card tables.

Crafter or Hobby Room: Add long tables with roll out drawers, peg boards and lots of cubbies to create a customized space for all of your crafts.

Office: If you have always wanted to start your own business this may be your golden opportunity. Add a desk, a couple of book cases, a file cabinet and you have the beginnings of a great work space.

Meditation or Reading Room: Maybe you’re looking for a place to quiet your mind and have some time to reflect and read. Find a comfy chair, good lighting, and maybe a plant or two and try to keep the number of items in the room to a minimum for the most soothing effect.

Guest Room:  Many people like to have space for family and guests to visit without sending them to a local hotel or blowing up an air mattress. Create a spa like space with reading materials, fluffy towels, baskets with personal toiletries and brochures of the local sites.

Closet Room: This is my personal favorite!  Turn that space into a room sized closet complete with dressing table, island, shoe wall and built in jewelry organizer. It just doesn’t get any better.

Darla Pompilio

Your Tasks – Our Time, Inc

The post How to Re-Purpose Your Grad’s Room appeared first on Your Tasks Our Time.