Your laptop is nearly new, and you already feel like you’ve accumulated thousands of files? That must be hectic! Even companies that don’t handle thousands of files are still facing challenges in managing their informational resources. And those challenges come with serious downsides.
Studies have shown that almost 8% of an organization’s documents are lost completely, while another 2% are misfield. This results in lost productivity, as companies spend most of their time looking for these files. And when it comes to money, companies spend coarsely $120 in industry chasing down the lost files. If they’re not found, companies spend another $200 to reproduce them.
Managing Your Documents and Your Time
Have you ever found yourself on the phone with a client waiting on the other line while you have looked for papers on your desk, or an important document? If so, then you might look for a strategy to avoid letting down your clients. Time is important for all of us, but most importantly, companies should manage to keep their clients close. Because at this point, you’ve let them down.
And if your job is to help people, make sure you don’t waste their time. You must learn how to file effectively, no matter how boring this might seem. Imagine how impressive this would be for your clients and your boss!
Even though we live in the age of the internet, we still must deal with many paper documents and files. There’s a lot of data coming from all directions, and we need to process it as best and fast as we can. It’s important to be able to share the information someone needs at the right moment, and when they need it. This way, it can be used for further analysis.
Wasting time searching for data that’s sitting in our face can add a lot of stress, and make the task of putting the data to use more problematic than it must be. Learn to be more organized and efficient with file management, so you can get the work done in a timely manner.
Get Better at Managing Files
When receiving a document, whether it comes from a client, coworker, or seller, it’s just natural to “put it away”. On your desk, in a drawer, in a box, and so on. You decide to take a closer look later on, but later on, has come and you don’t seem to find it anymore. You simply forgot where you’ve put it. Does it sound familiar to you? After just a while, you find many documents build-up you needed quite some time ago, which can lead to a lot of clutter, as well. And it’s unlikely to find time to go through all of those documents and organize them, as you’re always under pressure with other tasks.
You can spend precious hours searching for documents that you’ve filed somewhere, so how can you simplify your work? By getting better at managing files with PDF Chef.
Avoid saving unnecessary files
We know how natural it is to just make a habit of saving everything that comes towards you. Take some time to glance through the content, and save files that are relevant to your work. Saving too many documents adds to clutter and makes it impossible for you to find something you need at a particular time. Be choosy about what you save and delete!
Store documents separately
Depending on their types, storing documents together is a good idea only if they share the same purpose. Keep letters, store reports, spreadsheets, presentation notes, and visuals in one folder, rather than keeping all your presentations for all projects into one folder. By doing so, it’s much easier to find the documents you need for a specific project.
Name your files and folders
Dividing a particular folder into subfolders for your clients, coworkers, boss, or vendors will help you identify what or who are those folders linked to. Give shortened names: this will make it easier for you to distinguish them at first glance.
Most importantly, separate ongoing work from completed work
There are people who prefer to keep their ongoing work on the desktop until they complete it. Once it’s done, it can be moved to a folder with other files of the same category. Periodically, move files you’re no longer working on to folders with completed work.
Overloading folders
As the title sounds, clutter is something you might want to avoid. Overfilling folders must be broken into subfolders. Divide a folder for a client named “Meta Trader” into “Meta Trader Sales Demonstrations” and “Meta Trader Bonds”. The main purpose is to place each file into a commonsense folder and subfolder, rather than just place everything in a folder.
Some people prefer to create an archive folder on their computer and put old files there, but it’s not the same as removing clutter. An effective archive is created to store files you no longer use regularly but still need. Files that don’t serve you anymore must be removed entirely.
Stick to Your Organizational Work
Do not waste all your time and work – stick to your plan. It’s tempting to save files by naming them randomly and leaving them on your desktop. There are much better ways to store your files. If you don’t keep to your organizational plan, you will end back soon in the mess of files that you have begun in. When creating or saving new files, take a moment to give them a good name – your future self will thank you!
These tips are going to help you organize your files best, and it’s especially important for the days when you can’t find something you need. If you would need more help, use PDF chef converter – simply convert documents into files, and make your life and work easier!
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