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The idea of organizing files and documents goes back to the good-old-days of filing cabinets and paper. The advantage of the original paper-based cabinets was that you really had to think about where to put documents so that you could locate them easily when they were needed. For the most part, the user directory structure is the same, and the strategies should apply to both Mac and Windows.
The Goals of Your Organizational System There are three overarching goals for your file organization system: You want it to be fast and easy to save files so your system does not cause friction. Easy to Find — You want your system to make it easy to find the file or folder you need, either by poking through folders or using search.
Reusable — Where possible, you want to use re-usable templates and naming conventions, both of which support the previous two goals. If you want to make sure to keep your desktop clear, check out our Hazel tutorial. There is a rule to automatically clean off your desktop.
You want your structure to be as simple as you can get away with. Think about saving a phone bill. Do you think phone bill. By date I want the July phone bill By company I want the XYZCorp phone bill By type of document I want a phone bill So a good name would allow you to look at the files in a folder and right away see what each file is without opening it.
It would give you things you can use to search. It is not helpful to have a bunch of folders called Invoices inside other folders. It makes it much faster and easier to get to with the keyboard. Dropbox and File Sync Before we get into the nitty-gritty of directory organization, I want to give a mention to Dropbox and other similar services.
Sync services including those built into macOS and Windows 10 are amazing tools for having access to your documents between different devices and being able to be productive wherever you are. The structures and strategies we talk about here can be used on your local file system, or can be synced to the cloud if you place the folder structure in the special folder for your service of choice.
If you happen to do both work and personal tasks on your computer, you should create two folders to separate out your personal and business items. There could then be a moderate amount of subfolders under these.
For example, if you have kids and have documents related to your parents, you may want to split up Family:Staples Canada has closed 15 of its stores in this country as the office supplies retailer feels the brunt of more business shifting online.
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For one, they make your report look better. Sure, the information in your report is just as valid whether it comes from a stack of loose or stapled together pages or from an elegant looking binder with all the pages neatly bound, but those you are presenting to might not see it that way.
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