Did you know that organization helps improve your productivity? We all know how important it is to be productive and to make the most of your day. That’s why when you organize your space, including your digital space, you will become more successful at achieving the things that you need to do that day because a clear space is a clear mind. But organizing can be overwhelming, especially if you haven’t done it before or as often as you should and you have thousands of files to go through. So, where should you start? Here are our top five tips to start your organization journey, beginning with your Google Drive.
1. Break It Down
As stated before, the organization can be overwhelming, which is why it would benefit you to break down the tasks into smaller parts. First, define what types of files you have saved so that you can separate your drive into different categories. Start with an umbrella term for each item such as receipts, clients, bills, etc. Once you’ve decided on the general categories, you can take it a step further by creating subcategories such as rent, utilities, grocery receipts, etc. You can even make subcategories for the subcategories if that is your preference.
2. Folders
Using the categories and subcategories that you derived for your plan in our first tip, you can create folders with these labels. Folders are your best friend when you are organizing because you will be able to search directly for what categories you need. It also helps you know where to place each file that you have saved. Remember, the more specific you get, the easier it will be for you to access the information you are looking for.
3. Naming or Numbering Files
Although it might seem easier to keep the default name when you first download a file, it’s counterproductive. By keeping a generic file name, it will be harder for you to find that specific file later on. Your mind will be thinking of a specific label and not the file name you originally saved it as. Therefore, you should rename and number your files according to what fits the file best so that you can refer to them again later on. Be consistent with how you’re naming your files. Keep the names short but meaningful. For example, labeling your scan of a receipt using “receipt” in the name instead of the name of the company isn’t useful.
4. Color Coding
Although you can finish organizing once everything is put in the right category, we recommend color-coding your folders. By labeling your folders with certain colors, you can easily spot the type of file you want because your mind will associate that color with that specific label. Remember that color-coding only works when you assign meaning to the colors. For example, you can use red to represent documents that are necessary for filing taxes. In addition, you can also use your favorite color to represent important files.
5. Cleanse, Cleanse, Cleanse!
Understandably, you would want to keep everything because you never know when you would need that item again, even if it has been a while. Although it is important to keep files, it’s not necessary to keep everything. The point of organizing your space is to declutter, allowing more storage for newer files. The more clutter there is, it will be harder for you to find things you need. In addition, you also create a bigger digital footprint by keeping more files. The rule of thumb is to delete any files older than seven years old. For more important documents, such as major financial records or tax returns, you can keep them or store them in a backup drive.
With these tips, you are sure to be able to complete your goals. It’s about the journey and not the destination. Take as much time as you need to stay organized. Remind yourself that this is for your benefit in the long run. A clean space is a clean mind. Most importantly, remember that organization will take time. Although it can be a hard task, you can accomplish it by taking it a step at a time towards your goals. Come up with a plan and break down your tasks. You don’t have to take on all of the tasks at once. What matters most is that you take action towards organizing your space.