9 awesome ways to hack organising your digital files

9 awesome ways to hack organising your digital files 

We design computers to store digital files in an organized and efficient manner. However, if you use your computer frequently, you may find that it gets disorganised. It can be tricky to find a particular file just when you need it. As with real documents, it’s important to organise things, so you always feel in control.

Digital storage is the answer to our prayers and provides us with wonderful ways to organise our lives in the most convenient way. The operating system on your computer gives you so many tools, which you can utilise to help you become super organised in no time at all.

Here’s some advice on how to hack organising your digital files, so you always have everything you need, right when you need it.

Don’t over-complicate

It’s important to not go overboard with the creation of folders and sub-folders. As long as you don’t have a bunch of files cluttering your documents directory, you probably have a good understanding of how to maintain your digital storage. Create folders in a way easy for you to navigate and understand.

Organise your file structure

There are so many ways you can structure the files on your computer that it’s impossible to go over every method. The best way to start is by creating several folders for very broad groups of files and moving all of your files into them. For example, you might sort your files into folders labeled Work, Personal, and Home. Once you’ve done this, you can look in each folder and see how you can sort the contents into even more sub-folders. You can start this process by creating a flow chart (electronic or paper) showing the type of information you store on your computer and this will lead you into being to expand on the folders and figure out what folders would be useful to you.

Continuing the example from above, you might sort your work folder into sub-folders called Projects and Reports. While you don’t want your system to be complicated, don’t be afraid to give it some depth. I would, however, limit the number of clicks to around 5: For example, file (photos), folder (family), sub folder (holidays), folder within (2009) and folder within (Greece). There’s no need to go any deeper than that; it would just create a cumbersome system.

Merge related files

When software or content is uploaded to your computer, it’s placed in a new folder that the computer creates automatically. While this is a very useful tool, it often results in unnecessary clutter, especially if you use your computer for storing things like photos or videos.

Instead of having several files labeled photos, you can merge them into one central folder designated for photos you have uploaded to your computer. You can take it a step further and create sub-folders if you want to categorise your files by the date or occasion.

Delete old, useless files

After a while, files have a tendency to be forgotten and wind up doing nothing more than taking up space. Eliminating these unused files frees up space and makes your filing system more organised. A prime example of this clutter is your downloads folder. It’s easy to forget about the installer for an application after it’s done its job. So, it just sits there. If a file isn’t something you use or plan to store, delete it, don’t let it hang around.

Stick to your system

Even if you organize every single file on your computer to your liking, your computer probably won’t stay organised for too long if you don’t keep on top of your organisation and digital filing. It’s essential that you also sort new files as they come in. Otherwise, you will probably end up with the same mess on your hands you had when you started. When you receive new files or programs, make sure they end up in their proper place in your filing system immediately.

Save your passwords 

Using a system such as LastPass means you never have to note down a password again and also means you will never forget a password either. This programme is brilliant for giving people access to certain accounts without them ever having access to your password. This access can then be revoked.

Organise your browser

Gone are the days of looking at one website at a time. We now seem to NEED multiple tabs open all the time, so we can get to the information fast. However, all those browser tabs can be mental torture and can really prevent us from focusing on the task in hand. Use OneTab (Chrome extension) or Toby to file all of those open tabs into one main tab!

Create an “Inbox” Folder

Do you have a few projects on the go at any one time? If so, then you might find creating an inbox folder, where you store all files you’re working on, a good idea. This folder acts as your “to-do” list. When you’ve finished working on a file, you then move it from the “Inbox” to its correct location within your organisational structure. Use your Desktop as this “Inbox” folder, but having an actual folder means documents and much neater.

Backup important files regularly

M sure you set your files to either backup automatically at regular intervals or set reminders for yourself to back your files up at regular intervals. You don’t want to forget that!

Be sure that how you’re organising your digital files meets your needs and if it doesn’t change your system. You need all of your documents have a place in your system and that you know exactly where that place is!

Do you have a system for organising your digital world?