1. Start a main folder: Create a folder where you want to start building your electronic file system. It could be as simple as naming the file your own name. Within that folder you need to create subfolders.
2. Sub folders: Think of your filing system like a tree, branching out but coming together at the base. Start with your main folder but within that folder, create sub folders of other topics/projects. You can create folders inside of folders too! Having documents just floating around outside of a file can be distracting and make it difficult to find what you are looking for in the future.
3. Folder names: Again, same for paper filing, make sure you name your folders (sub folders) with simple and clean titles. If you have files for multiple months, perhaps name sub folders by date.
4. File Paths: An excellent way to keep super organized is to add file paths to the bottom of your documents so if you can’t remember where to find the electronic copy, the file path will point you in the right direction! Remember to update your file paths if you move files around. Tip: Maybe even create a “cheat sheet” for the office that lists the most frequently needed documents.
5. Review: A filing system won’t always be perfect so try to make time and review your filing procedures. If something isn’t working, move files around or re-name them. Create archive folders and put away past documents you don’t use.
You are only as organized as you make yourself. Being on top of your filing and having a proper filing system can make or break your efficiency. Every office is different too so be sure to follow company guidelines if required.