So far, I wrote about physical clutter and keeping a clean desktop. A continuous source of mental fatigue is how the storage of files and folders is organized.
I have watched for literally endless hours people trying to recall where they stored an urgently-needed file, hopelessly navigating from folder to folder (including desktop itself). And the situation only gets worse when multiple computers, laptops, tablets, USB sticks, and external disks are used. What a waste of productivity!
Over the years, I have developed a simple-yet-effective system to store my files. First and foremost, all files are saved on a cloud-enabled folder. Nothing is ever stored on the desktop or any local folder, which might end up losing the file after a hard disk crash, a profile reset, or just a new computing device.
I have opted for a free 5 GB Dropbox account but one could use any similar service. What matters is that the files are always available and always in sync across all devices I use. In emergency situations, I can access the storage service via a web interface and pick up the needed file.
Then comes the folder organization. I have tried many classification schemes but there is always an exception. After a lot of trial-and-error, I came up the last few years with a scheme that proved to be both simple and efficient (for me). As a bonus point, it helps me avoid distractions while navigating through the different folders.
My scheme is as follows: Every folder is prepended with a numbered prefix signifying its priority. So, my root folder contains two folders: “0 Personal” and “1 Business” (yes, I use zero-based numbering).
Folder naming could be different but numbering not. It is a constant reminder for me what are my priorities. I allow myself to temporarily store something outside these folders only when in a real hurry. After the emergency, I always take the time to move it to the proper folder.
My “1 Business” folder has an equally simple structure:
It looks equally nice when vertically sorted as a list:
This scheme serves as a constant reminder of where my focus and priority should be: first, take care of existing client(s) or customer(s). This or these will pay your bills at the end of the month. And most probably next month’s as well. Then comes business development for new customers – this might include sharpening your sales skills or developing new skills to address new market segments. This applies equally well to employees and freelances. Next comes your associates and collaborators, who support your personal and business growth. Last comes operations or administrative or any other word to describe all those mandatory-yet-boring tasks that you must take care of but would prefer not, like tax reports, VAT reports, paying bills and contributions to social security.
I do not claim that this is the one-and-only correct ordering. All I know is that it works very well for me. I can find easily any file I am looking for. I also enjoy the subtle reminder enforced by the order: customers are the top priority; without them coping with bureaucracy is meaningless.
A single-digit prefix further helps me prioritize. When the number prefix approaches nine, it is a good indication that I should re-organize. This does not necessarily mean that I must quit something but rather logically group them into a new folder category and then split them internally.
Whenever deemed necessary, I also maintain a “9 Archive” folder. There, I archive folders that are not actively used. For example, inside “0 Clients”, the folder “9 Archive” contains all past clients, with whom we do not have an active contract. In the archive folder, the prefixes are dropped, as there is no priority; alphanumeric order is more than enough for something that I will mostly reach by searching rather than navigating. Moving old stuff to the “9 Archive” folder allows me to have a clean and lean structure in “active” folders, where my focus should be.
And one last tip: in contrast with physical storage, digital folders support shortcuts. Use them! You can quite easily jump from one folder hierarchy to another and easily reach one folder from two different paths. My favorite example is receipts and invoices. They are filed under “3 Operations” (for my accountant to process) and there is a shortcut to them from each “0 Client” sub-folder 🙂
I will be glad to read or hear your thoughts about this topic. Feel free to contact me and share them, I am looking forward to it!