Office Organisation - The Secret of Success? Part 2

Just like paperwork, computer files need to be kept neat and tidy to ensure that they can be found easily. I am assuming that your operating system is microsoft based where files are stored in drives. If you work for a medium to large company there may be several drives and each department may have a separate one. If you work for a smaller company you may only have one - like on most home computers. Each of these drives then consist of directories to hold your folders and files.

It is these Directories that need a system. All files, folders and directories will automatically be sorted into alphabetical order so you don't need to worry about that. Main directories come first, then folders and then files. Let's use an example - you work in accounts, so in all probability your main directory will be called Accounts. In your main directory you may then have folders for each year and in the year folders, files for that year. The year folders can also be sub-divided into names of clients or members of staff, whatever seems most suitable. As a company developes so the filing system may need to be revised.

It is good practice to keep reviewing your filing systems so that files can be found easily. As time goes by so files increase and you don't want to have to spend valuable time looking for them. There isn't a definitive system for filing, but common sense and practical usage is paramount.

Just one last comment - keep your systems simple and use directory/folder names that are easily understood by all who have to use them. This is a task that my consultancy offers. I would always ensure that I discussed with the staff using the files that any system I set up is user friendly and tailor made for their needs. For more information please go to my website: http://www.mgbusinesssupportservices.com/