Keeping files on your computer in order will save you time and boost your productivity. Each of us faced the fact that we could not find the necessary information instantly. As a result, we got nervous. Efficient work with information on your computer is a crucial part of time management.
There are many ways of organizing digital files, but you need to find one that works for you. To get you started, we have rounded up some handy tips for digital decluttering.
Give The Files Short And Understandable Names
They should be concise so you can easily read them at a glance. Specify the essence of their content. It is advisable to indicate the names of companies and people mentioned in the documents. It will simplify the search.
It is obvious that it is painless to follow this recommendation if you have a new gadget and just start organizing your digital space. Otherwise, renaming all your files can be a never-ending process. The good news is that there are a few methods you can use to bulk rename files rapidly. It is especially effortless for Mac users. Firstly, you can use an app called Renamer. It helps to rename a batch of files, add text, and number them. Secondly, you can utilize Keep It Shot. It allows you to create names with AI assistance. You can do it with just a few clicks. Thirdly, try the Squash app. In addition to the Mac rename command, this tool enables the resizing and compressing of files.
Develop a Convenient structure
The root of your drive or cloud should have a maximum of five main folders that describe your life or work. For example, “Private”, “Work”, “Entertainment”, “Sports”, “Hobbies”, etc. Work can be divided into “Projects”, “Clients”, “Plans”, “Documents”, and “Reports”. Folders for e-books, videos, and photos may appear in the “Private” folder.
Ideally, you should have no more than five main folders and a maximum of five deep folders. Strive for it.
Send The Most Important And Large Ones To The “Cloud”
Cloud services help to solve several problems at once. First, it is convenient that the files are collected in one place. They are easy to find and always available from any device. Secondly, it is much faster to copy and forward something from the cloud than from a computer. Thirdly, backing up documents or photos in the cloud protects them from viruses, hard drive failure, or loss of a flash drive.
Do Revisions Regularly
If you have hundreds of documents in one folder, this is all unnecessary. Conduct revisions of content. Delete ugly and unclear photos and old versions of documents, and decompress duplicate folders.
Make Archives
If you are afraid to part with the illusion of the need for some files – pack all the junk into archives. This will save space on the computer. Additionally, the archive is more simple to move than thousands of files. All conditionally significant archives can be placed in a separate folder called “For digital archaeologists” and put in the cloud.
Always Sort Files At Once
One day, you may find that you have accumulated a huge number of documents that need to be sorted. To avoid such situations, immediately sort them into the necessary folders. If you mistakenly saved a file in the wrong folder, you can fix this mistake thanks to clear naming rules.
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Delete Unnecessary Files
An obvious candidate to start cleaning your digital space is a desktop. After cleaning it of age-old shortcuts and documents, you will get not only the amount of memory freed up but also a sense of order.
It will increase productivity, lift your mood up, and help you cope with the next stages of digital cleaning.
Develop The Habit Of Organizing Everything
When creating a new document or folder, save them immediately where they belong in the structure you have designed. If your downloads are automatically saved to your Downloads folder, clean it once a week.
Use File Managers
There are a large number of programs that allow you to automatically sort arrays of files and rename them en masse, indicating the date, place of creation, some common topic, and tags. File managers will also tell you which folders you use most often.
Conclusion
Now, you are aware of how to organize digital files efficiently. Try our tips and make sure that digital decluttering will not only help you manage your digital environment. It will also extend the life of your gadgets and save your wallet from numerous expenses for the repair or purchase of new phones, computers, or laptops. Master the art of digital organization today!
