File management expedite’s workflow and is vital to any businesses workflow. Using your computer is part of the job. Everything relies on accessing all recent and older files. Why complicate it by going on a treasure hunt every single time you need to find a file?
Sure, some people may think that just searching for the file name in your hard drive will suffice. Of course this can work, but it is not ideal. What if you don’t remember the name, have hundreds of similar files with the same name, or have multiple hard drives throughout your server to go through?
The solution is simple. Get organized.
Think of a file management cabinet. Would you put all of your files randomly, scattered across multiple folders or lying randomly at the bottom of the drawer? Of course not. That would make it impossible to find anything. Time is money, and being efficient is vital to keep your customers happy.
You can do this many different ways, and ultimately it should be done how it makes sense for you and your business. First thing you need to do is create folders in your desired save locations. If you have a client list, create a folder within that for each client you have. Then create sub folders within each client folder of all subjects that relate to it. If you have contracts, if you have receipts, if you have scanned images, each category will get a folder. Once you have the structure set up, start moving every file to the proper folder. Finally, make sure to keep at this process so that you and your business can function at it’s best workflow.
As soon as you download a file, as soon as you create a new word document, and so on, be sure to put it in its rightful place from the beginning. This will save you time down the road. It’ll also make communicating to other employees and coworkers where to find specific files that much easier. Your workflow will improve, allowing you as well as everyone else at your company to be that much more productive.