Digitisation has certainly helped to make many businesses more efficient, but when you’re dealing with multiple users and a few processes, even the best file management software can struggle. And for many smaller businesses in particular, staff are still simply using shared hard drives and localised approaches to manage their documents.
Here are some steps that can help you get on top of those files!
Have goals in place
Digital files can take over teams, so have clear goals in mind. Ask who actually needs to use and understand your file system, and how much time you have for a clean-up. What will success look like?
Assess the current file management method
Do you currently use file management software like www.watermarktech.co.uk/file-management-software or simply have local saving conventions? What’s working and what isn’t? What ideas do your users have? This helps to form a process.
Start deleting and archiving
Remove all duplicates, expired files, and downloads that aren’t needed. Create an archive folder and use a storage assistant. Clear before organising and sorting to streamline your efforts.
Build a folder structure
Create a folder structure that makes sense for your business and team. You can organise files by their name, team, project or date, but start with the broad category main folders and then drill down to subfolders.
Have a file naming convention
A consistent file naming approach is vital to help everyone use the new system correctly. Share the new process and get everyone to commit to using it, then regularly review to keep ahead.
