Manage Your Files More Effectively With These Tips Part I

File management is not storing all your files on the desktop. Nor is it storing files in two or three generic folders. Good file management is about a cohesive folder structure and a specific file naming convention. The goal of making it easy to find the file you are looking for, whether you created the file yesterday or five years ago.

Here are a few tips you can use in your file management strategy:

1. Store applications in one folder
   When you install an application, you usually have the option of choosing where to store the application’s executable and other files. By storing all applications in a single folder, such as the Programs Folder, it will be much easier to locate them.
2. Create a single top-level folder
   I highly recommend that you create a single folder for storing your documents. Alternatively, you can use the My Documents folder. Doing so makes backing up your files much easier. All you have to do is backup the main folder since the backup will include all the folder contents.
3. Create subfolders within a main folder
   When I recommended creating one folder, I was not suggesting that all files be dumped into one folder. You should create subfolders to organize your files, such as you would use file folders within a filing cabinet. For example, if you create files for different projects, you should create a subfolder for each project. Be sure to use descriptive names for subfolders so you can easily identify the contents within each one.
4. Create a second level of subfolders
   Within your main folder, create a single layer of subfolders based on topics, projects, etc. Within each of these subfolders, you can nest additional folders to further organize files. Keep in mind though, the more levels of subfolders you create, the more difficult it becomes to search for files.
5. Follow a consistent file naming convention
   There is no right or wrong naming convention for files. Some people include spaces, uppercase letters, lowercase letters, etc. The important thing is that once you decide on a naming convention stick with it for consistency.

In Part II of Manage your Files More Effectively, I will provide you with a few more tips to include in your file management strategy.