Organization Tips - How to Organise Your Computer Files
Everytime Mary had to find a file on her computer, she always had great difficulty. And it was no wonder why. Every file had been saved under the folder "Mary" and that was it. There were no other categories. Consequently every time Mary searched her folder she spent ages sifting through all the documents. Now Mary is a real smart cookie. She's the Marketing Director of a very well known organisation. She knows her 'stuff'. She is fortunate to have her own personal assistant. However Mary still has to type many of her own letters and prepare a multitude of documents in relation to her demanding role. She also receives around 60 emails a day, most of which contain relevant information to the variety of projects she works on. In Mary's situation, other team members in her organisation occasionally are required access to her electronic files and in the past they wasted unnecessary time sifting through them Just like many other businesspeople I have worked with, no-one had shown Mary how to handle the basics of organisation, including how to organise computer files so they are stored logically and can be easily accessed. So how do you store your computer files? In my opinion they should resemble the same categories as your paper filing system. If your paper filing system is a disaster, then take careful note of the points made and make changes as soon as possible (today). Before you do anything else, delete all old or obsolete files. Write down the categories of information you need. Ie. Admin
Clients
Projects
Staff
Resources
Note: Always have a general area to cover anything else. Create folders for each of these areas. Now work out if you need to expand these categories. Ie. Admin
Financials
Marketing
Vehicles
Clients
Brown & Co
Jax
Monogram
Projects
Building
Newsletter
Quality Assurance Create sub-folders for #3 if required. Transfer existing files to the appropriate areas. By the way the same applies to emails, the same folders can be set up to store incoming and outgoing email. It will be up to you to decide what will work best for you. And of course you have to be mindful of specific procedures which may be in place in your organisation. Just make sure you keep everything simple and take action. About The Author Lorraine Pirihi is Australia's Personal Productivity Specialist and Leading Life Coach. Her business The Office Organiser specialises in showing small business owners and managers, how to get organised at work so they can have a life! Lorraine is also a dynamic speaker and has produced many products including "How to Survive and Thrive at Work!" To subscribe to her free ezine visit www.office-organiser.com.au This article may be reproduced providing it is published in it's entirety, including the author's bio and all links. For further information please contact Lorraine Pirihi; lorraine@office-organiser.com.au
Related News
Busy weekend for organizing committee - Community Press
Meeting of the organizing committee of Expo Pakistan 2008 held - Online - International News Network
New contact numbers for media to cover Beijing Olympics - Xinhua
Summer organizing fun - Petaluma Argus-Courier
Summer organizing funPetaluma Argus-Courier, CA -Jul 3, 2008By SUSAN PRICE Summertime is a wonderful time of the year … think sandy beaches, seashells, blue skies and palm trees. Sure, we have beaches nearby, ... |
Cuba says US organizing demonstrations - The Associated Press
Telecom and Information Technology expo from July 22 in Pakistan - Pakistan Daily
Organizing An Earth Systems Science Agency - Science Daily (press release)
Organizing An Earth Systems Science AgencyScience Daily (press release) -Jul 3, 2008ScienceDaily (July 3, 2008) — In an article published in the journal Science, a group of former senior federal officials call for the establishment of an ... |
Newfoundland to get its day at Vancouver's 2010 Olympic Games - Vancouver Sun
Find out what it takes to put on today's parades - Nashua Telegraph
Organizing Tools for Projects: Try Basecamp - MediaShift Idea Lab
Organizing Tools for Projects: Try BasecampMediaShift Idea Lab, CA -Jul 2, 2008It's called Basecamp, an online collaborative-organizing system, and it's gaining adherents all the time. Basecamp was created by the team at 37signals, ... |
|
|
 |
|
|
RELATED ARTICLES
Its Time To Clear Out! Clutter Busting For Every Aspect Of Your Life
'A well-ordered life is like climbing a tower; the view halfway up is better than the view from the base, and it steadily becomes finer as the horizon expands.' --William Lyon Phelps (1895 - 1985) English novelist, poet, writer
3-Step Clean Sweep Program to Organize
Getting Started
The Most Frequently Asked Questions about Organizing Your Kids Rooms
1. In terms of organization, what is the first thing a parent should do before decorating a kid's room?
Four Easy Steps to An Organized Closet
The National Association of Professional Organizers has dedicated January to clean out those closets, but don't wait for January -- now is the time. Exciting this task is not, but by devoting a couple of afternoons this month you can reduce unnecessary search time and you may even find some extra storage in the process.
How Much Is Your Time Worth?
Does Your Present Internet Filing System Work?
10 Easy Maintenance Tips vs Piling on the Chaos
Whether you are in your own business or an employee (or neither) -- if you have a family and a home you are in the business of having a life. I'm betting that none of you went into business to become hot at shuffling papers and reams of e-mail.
Get Organised Before Its Too Late
Last year I attended a presentation from Parenting Expert and well-known author, Stephen Biddulph on "Raising Boys". As I have an 11 year old son, I was interested to hear what Stephen had to say. In fact, so were the other 800 other parents in the room!
Be More Productive - Books to Help You Be More and Do More!
How many of us have enough time to do everything that needs to be done? Answer: NOBODY! The key is doing that which needs to be done RIGHT NOW and setting the right priorities. Life has changed, and we have more flexibility to do what we want, when we want, provided we set the RIGHT PRIORITIES. These books will help you increase your productivity by at least a factor of 10... maybe more!
Taking Care of You: De-Clutter
De-Cluttering our lives can be an extremely liberating exercise. There are many types of clutter than can hinder us having the quality of life we want and deserve. There is clutter that is in our minds as negative self-talk. There is the clutter that physically exists in our homes, cars, offices, such as old newspapers waiting to be recycled, stacks of magazines you will never read, old clothes that are destined for the good will because they no longer suit our style or size, etc. There is another form of clutter often referred to as "tolerations" that refers to all those nagging little things that drain our energy every time we encounter them. This type of clutter can encompass the other two types and also includes things such as the broken toaster that only toasts one side of the bread, the whistling kettle that no longer whistles, that phone call you've been meaning to make for two weeks. This type of clutter or tolerations, fill up time and space in our lives by their very existence. When we are able to reduce and then eliminate most clutter, we have so much more energy for what we really want in our lives.
Basic Organizing Principles
So you've decided to get organized, but you just don't know where to begin. Here are four basic organizing principles that will help you regain control over your schedule, your environment, and your life:
35 Santity Savers - Get More Productive
Use these 35 sanity savers this year to help you become more productive and get more done in less time, so you can get on with life!
Declutter Your Home in 11 Easy Steps
Feeling overwhelmed at the thought of organizing your home? Start on a smaller scale instead and it will be a whole lot easier.
Are You Stuck In The Clutter Trap?
You arrived on earth without clutter. Your parents and doting relatives started you on a pathway to accumulation. By the time you were a year old, you had mounds of functional clothing, twenty outfits suitable for dress-up, too many stuffed animals to fit in your bed, custom-sized furniture, a silver spoon, and a plastic Winnie-the-Pooh bowl. Perhaps there was also your christening gown: an heirloom already packed safely away waiting for the next generation. You had not even become a toddler yet, and you had already embarked on the road to the clutter trap.
Getting Organized for Achievement
Getting and staying organized is critical to achieving your goals. A well organized person is more productive, has more free time, wastes less money, and experiences less stress. This article will outline a simple, effective, and flexible system to help you get and stay organized by using a top down approach. This system will allow you to keep some of your current scheduling systems in place, if they are currently working for you, and makes suggestions with some new ideas and changes that can be made to make you more productive and organized.
10 Simple Ways to Clear Clutter from Your Home and Office
There is nothing worse then spending ten minutes looking for something to accomplish a three minute task. Clear the clutter and clear your mind.
Can Someone Step Into Your Job Or Role And Function Effectively?
Working for one of the top Marketers online (David Ledoux) I've been lucky to learn many tips and tricks that can be used in cases of emergency. Like today when I still have the remnants of the flu. One of the first things I learned from David was planning. He plans for just about every or any situation possible. A number of years ago I got a weird request from David.."Chris, I want you to make a list of everything you do in a normal day" please include ...
5 Easy Tips on Light that You Can Use to Improve Your Day
Light, Work, and You
Stress Management: 10 Universal Laws to Get and Stay Organized
1. The Law of the 1st Step
Family Management Tip #2: Choosing the Right Organizer for Your Family
What method do you currently use to organize your family? Do you mean my paper calendars or my electronic ones, you ask? If you're like the vast majority of people we surveyed, you're probably using a wall calendar on or near the fridge. And, for portability, you keep the same information on your pocket day planner, which you carry around.
Technology...The Culprit and the Tool
Technology has given us the tools to reduce routine tasking, yet we are all too aware that technology is seen as the culprit as much as the solution. We only need to look around us to see the developments of the past 20 years. American Demographics magazine tells us we receive a staggering 189 messages a day. They come to us through mobile phones, cell phones, faxes, pagers, emails and voicemails. 'You've got mail' has taken on a whole new meaning. But 15-20 years ago the majority of these vehicles either didn't exist or were not being widely used. In our day-to-day lives, it is the conscious act of using technology that helps organize ourselves and see it as a useful tool.
|
