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Focusing on Organization and Management!

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Focusing on Organization and Management!

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Thomas explains ways on how to keep your computer well-kept and organizing including the "branch system". With the tips that he gave, your computer would be easy to navigate especially when turning in or sharing assignments. My favorite idea from this video was how he said "Everything goes into a folder" this way nothing gets lost.

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This link goes to an article which is written focusing on the most efficient ways to organize all of your documents and files. It provides a list along with pictures and links to the best websites to help you!

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If you're reading this, there's a good chance your computer is a mess. You've got files all over your desktop, a Downloads folder crammed with app installers from two years ago, and who knows where the file that Jason from Billings needed yesterday is. Let's look at how to fix it.

Now, before diving in we need to address the biggest problem with any file organization system: you. There's no point setting up an intricate file system where every folder is colour coded, tagged, and cross referenced with every other folder. It'll last about three minutes.

Your first priority, then, is to implement a system you can actually stick to. I want you to go and look in your closet; if everything is neatly organized, great, you can start with the advanced stuff. On the other hand, if you can't even keep your shirts and your socks separate, then you need to start with a really simple set up that you'll be able to stick to. Remember, like with any goal-and we've got a full guide to goal setting you should check out-consistency is the most important thing. You can add more complexity later.

With that out of the way, are you ready to learn about organizing folders? Let's get started.

How to Organize Computer Files: Decide on a Structure

There are three main ways you can structure your file system: project or client-based, date-based, and file type-based. There are pros and cons to each method of organizing folders and you can use a combination, for example grouping everything by project but within each project grouping things by file type or grouping everything by year but within each year grouping it by client.

Let's look each way to organize computer files. You should pick the method that seems to fit your workflow best and stick to it.

1. Project or Client-Based File Organization System

A project or client-based structure is perhaps the simplest to stick to. Every project or client-how you split things up really depends on what sort of work you do-gets its own dedicated folder. Within each project or client folder, you keep all the relevant files and documents.

What makes a project or client set up work so well is that it's brainless. If file A is to do with client X, it goes in folder X. If file B is to do with client Y, then, shockingly, it goes in folder Y.

If you've got multiple projects for the same clients, you can either give each project its own top-level folder or have individual project folders within each client folder.

Where a project or client-based file system starts to fall apart is when you deal with a lot of general files that have to do with multiple projects or the organization as a whole. You can shave a "General" project file folder, but that can quickly create more problems than it solves. Similarly, duplicate files are almost never the answer.

The other time you might run into difficulties with a project or client set up is when there are lots of different files so each folder is a total mess. The solution there is to use one of the two following set ups within your project or client folders.

In general, I'd recommend going with a project or client set up by default. It's so simple to stick to and it'll give your computer a bit of much needed organization. Even if each project or client folder is a little bit messy, things will be a lot better than they were.

2. Date-Based File Organization System

With a date-based structure, you normally have a folder for each year with a subfolder for each month. Depending on how many files you work with, you can also have further subfolders for each week although it's probably over kill.

The nice thing about a date-based structure is it makes it very easy to find files from a certain period, for example, to look at last year's financials for January.

A date-based structure is at its best when you do the same few tasks or work with similar files on a regular basis. If you get weekly financial or marketing reports that are the same document just with different numbers then it's ideal. You can't really group that sort of files by project since you'll quickly have 200 reports sitting in each folder-and everything is the same project anyway-so you're back to square one.

A date-based structure's problems are related to its strengths. Unless you've got a large number of similar files then it's overkill and you won't be bothered to stick with it. Also, it doesn't work very well if you're working on the same file for an extended period of time. Do you leave the marketing presentation in the folder for the month it was created in? The month you finished it in? The month you last used it in?

Think over what kind of work you do. It'll probably be very obvious if a date-based system is right for you or not.

3. File Type-Based File Organization System

A file type-based system groups everything into folders based on what kind of file it is. This doesn't strictly have to be by computer file type, but instead can use folders with names like:

Within each folder, you put all the files of that kind.

File type-based structures don't normally work great as your top-level structure unless you only work for one company-or yourself-and don't have too many files to handle. I actually use one since my work is largely grouped into writing, photographing, and invoicing.

For most people, a file type-based structure works best when it's within a client or project-based or date-based structure. If your client folders are getting messy, adding file type-based subfolders is a great way to sort things out.

Again, think about what kind of work you do. If it's just a few things over and over again, then a file type method of organizing folders might be right for you. Otherwise, stick to using it for subfolders.

One Is None and Two Is One: Backups

Now that you've decided how you're going to organize your files and folders, we need to talk about something very important: backups. Hard drives can-and do-fail. You can walk into your office one morning, hear a strange crunching sound from your PC, and never be able to access the files on it again. Or you could get your laptop snatched from your hand on a train platform while you take a sip of your morning coffee. Just having your files well organized isn't enough, you need to keep them safe.

We've got a full guide on how to create a foolproof back up plan as well as specific articles on backing up your PC or Mac, using Time Machine, so check those articles out for specific instructions. I'm just going to give a general overview here.

When it comes to good backups, you need multiple layers of security. It's all well and good to back your computer up to an external hard drive, but what happens if your house burns down with both your computer and backup drive inside? All your data is gone. This is where offsite backups and cloud backups come in.

My preferred system is to keep all my important files in my Dropbox-although you can also use Google Drive or Microsoft OneDrive -so that as soon as I save them, they're saved to the cloud. This isn't a true backup since there's no versioning and limited recovery options, but it's a great first layer. If you've got a fast internet connection, are allowed by corporate policy, and don't work with terabytes of data, then just keeping all the files you work on in a cloud service is a great way to keep it safe. It also has the benefit of making your files accessible from anywhere.

As well as using Dropbox to keep my data secure, I also use a dedicated cloud backup service. I'd recommend you check out Backblaze. Not only does this mean I've got two offsite copies of all my files, but I've got the option to restore previous versions and restore everything if needs be.

Finally, when I'm doing something where there's a chance I might lose a lot of data-like updating my computer-I create a local backup so I can quickly restore things without having to wait for them to download from the internet.

You don't have to copy my exact backup plan but you really should have one offsite, automatic backup of all your important files in place. If you don't, you risk losing all your data.

Best Practices For Organizing Computer Files

As I stressed at the top of this article, the most important thing about creating an organized file structure is that you stick to it. Here are some best practices for doing just that and also using your new, neat set up.

Skip the Desktop. Never ever store files on your Desktop. It just looks messy and cluttered. It's okay to drag a file from a USB key to your Desktop, but then it should be filed away immediately.

Skip Downloads. Don't let files sit in your Downloads folder. Either file them where they belong or delete them.

File things immediately. If you wait to file things they'll get out of hand. As soon as you create or receive a file, put it in its proper place.

Sort everything once a week. With that said, either every Monday morning or Friday evening, look through the files you've worked on that week and make sure they're in the right place. Tidy things up, delete any unnecessary files, and generally stop things getting messy before they get too bad. If you use a Mac, there are apps like Hazel that can automate it for you.

Use descriptive names. When you're naming your files, give them descriptive names. "Marketing plan" is bad. "Marketing Plan - Client X - January" is much better.

Search is powerful. The Search feature within modern operating systems is really powerful. If you can't find a file by looking, try searching for it. If you've named your files and folders correctly, it will be easy to find.

Don't use too many folders. Having too many nested folders gets annoying. Each folder should have a minimum of about 10 files in it. If you only have two or three files in each folder, you need to reconsider your structure.

Stick with it. Don't just give up after a few days. It always takes a little time to adapt to something new. Commit to using your file structure for a couple of weeks before scrapping it.

Keep tweaking. Top down systems are stupid; they rarely work. Start with one of the structures I recommend and then tweak it as you go. Adapt it to your workflow rather than trying to force your workflow to adapt to a rigid file structure.

Wrapping Up

An organized computer is much more pleasant to use. If you know where every file is stored then it's no longer a nightmare when someone comes and asks for such-and-such file from two years ago; it's sitting in a folder and subfolder called 2016 > Marketing Materials or the like.

And once you've got a file organization system in place it's really not that hard to stick to. Just take a few hours one afternoon to set it up and you'll be good to go.

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How to Best Organize Your Computer Files, Folders & Documents

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If you're reading this, there's a good chance your computer is a mess. You've got files all over your desktop, a Downloads folder crammed with app installers from two years ago, and who knows where the file that Jason from Billings needed yesterday is. Let's look at how to fix it.

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Not every opportunity has to be taken, taking every single one is going to lead to you being stuck in a constant sprint. A sprint is you overworking yourself, which I'm very prone to doing, therefore resetting yourself is a key lesson I need to focus on as well.

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Although Indeed focuses on jobs, the article works just as well when it comes to school work. It lists out tips and solutions on how to help their readers feel more relaxed and manageable.

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There can be moments at work where you're assigned many complex assignments, which may overwhelm you. When this occurs, you should take time to organize your tasks and ask for help when needed. Finding ways to keep yourself calm, productive and in control at work allows you to feel organized and submit quality projects. In this article, we review what it means to feel overwhelmed at work, common causes of feeling overwhelmed and tips for overcoming this.

What does it mean to feel overwhelmed at work?

Feeling overwhelmed at work typically means you're experiencing stress due to the amount or difficulty of the work you're assigned. You could feel overwhelmed after working on challenging projects or being assigned numerous tasks with tight deadlines. There are many ways you can reduce or eliminate this overwhelming feeling, like taking plenty of breaks, asking for help or telling your supervisor when your workload feels too heavy.

Keeping yourself from feeling overwhelmed can make you feel more confident and comfortable at work, causing you to submit quality work and perform more effectively. This can impress your supervisor and possibly lead to raises or promotions.

Common causes of feeling overwhelmed at work

There are many reasons why your work duties can make you feel overwhelmed. You should take a moment to identify what's causing you to feel this way to determine how to properly manage it. Common causes of feeling overwhelmed at work can include:

Having several assignments to complete at once

Meeting tight deadlines

Receiving too few resources to properly handle your responsibilities

Accepting too many tasks from supervisors or other employees

Understanding very little about a certain assignment

Feeling unsure about your work performance and what you can improve on

Related: 15 Ways to Deal With Burnout

Tips for managing feeling overwhelmed at work

It's often normal to feel overwhelmed by your work duties. After you understand what's causing you to feel overwhelmed, put strategies in place to reduce your workplace stress. Use these tips to help you better manage feeling overwhelmed at work:

Create a to-do list

If you're having trouble organizing, tracking and prioritizing the many tasks you're assigned, create a to-do list. Use a pen and notebook paper or an app on your phone or computer to list all of your upcoming tasks. Writing down your to-do list items helps you remember what tasks you need to finish and allows you to sort your responsibilities in order of importance. List the deadline for each assignment as well.

After you complete certain tasks, you can place a checkmark next to each one or cross them out to give yourself a sense of accomplishment and motivation to cross out the next item.

Build and follow a schedule

A way to ensure you submit all of your articles by their deadlines is to create a schedule for yourself. Consider using the calendar on your computer or purchasing a planner and insert all of your meetings and other events into it. From there, you can input these items on your to-do list. You can also build a daily schedule and closely follow it to ensure you remain productive and on task at all times.

Ask for guidance when needed

If you feel you're assigned several assignments with little to no guidance on how to complete them, be sure to ask your supervisor for help. You should first try to gain as much information as you can on the assignment you're completing through conducting online research or reviewing similar assignments other team members previously completed.

If you're still unsure, ask your supervisor or other employees for assistance. They may have resources, materials or advice available to help you gain a better understanding of the task. Being fully informed on a project helps you feel more confident that you're submitting a quality assignment.

Express your thoughts or concerns to team members

When work is overwhelming you, it can sometimes feel refreshing to talk about it with coworkers. Try to keep the conversation professional and refrain from expressing complaints or negativity. Ask them if they have time in their schedule to speak with you and take a few minutes to talk about any challenges you're facing with your work duties. They might understand what you're going through and may offer helpful advice or support.

Receive feedback on your work

You may feel unsure that the work you're submitting is correct or meets your supervisor's preferences. Consider asking your team members if they could review your project beforehand. They can provide you with valuable feedback and advice to improve your assignment, which could increase your chances of impressing the manager with your work.

If your supervisor rarely assigns one-on-one sessions to discuss your performance, try to initiate these conversations yourself. Ask if they have any time available in their schedule to answer any questions you have or to identify areas you can improve. Receiving valuable feedback makes it easier to feel more confident that you're completing all of your tasks correctly.
Related: Tips for Offering Feedback to a Peer
Be honest about your workload

Your supervisors or coworkers may feel comfortable assigning you tasks because they know you're a reliable and dedicated worker. If you feel overwhelmed with the number of tasks you complete, let others know this. Say something like, "I'm sorry. I have several other tasks due soon that I want to focus closely on. Is there any way I could complete it at a later deadline?" This shows your supervisor and team members that you'd like to put more of your focus and energy toward your current projects.

Maintain a healthy work-life balance

You can feel less overwhelmed if you're taking time to relax and focus on activities outside of work. Engage in a favorite hobby, spend time with friends and family or rest your brain with movies or television. Giving your brain a break helps it re-energize so that it's ready for your next set of tasks when you're through resting and ready to return to work.

Related: The Ultimate Guide to Work Life Balance

Best practices for staying productive on the job

Feeling stressed or overwhelmed may affect your productivity and make it more difficult for you to stay focused at work. Follow these best practices to stay more efficient and productive while at work:

Take plenty of breaks

If you have several tasks to complete, it's best to work on each one individually for a while, then rest your brain by taking a break. Relaxing your mind for a few minutes allows it to regenerate and return to your tasks feeling refreshed. Try going on walks around the building to get fresh air and think about other things outside of work.

Time yourself while you work

To keep yourself on task at all times, consider timing yourself. Try techniques like the pomodoro method, which consists of working for 25-minutes periods and taking five-minute breaks between each set. After the fourth 25-minute period, you can give yourself a 15-minute break. Timing yourself makes you more aware of how long it takes you to finish certain tasks. It also motivates you to push yourself for a few more minutes to work longer on certain items.

Related: Using the Pomodoro Technique to Master Time Management

Understand when you're the most productive

There are usually moments throughout the day where people are more motivated and energized to complete tasks. This is typically different for everyone. Identify the times you feel more productive throughout the day. Schedule your most important or challenging tasks for that time. This way, you'll complete this task when you feel most motivated, rather than pushing it back to a time where you're less productive.

Complete one task at a time

If you have several tasks due soon, it may tempt you to multitask and work on several items at once. Try to avoid cluttering your brain by solely focusing on one task at a time. If you're working on a larger project, you can break it down into smaller tasks to ensure your spending time on other duties as well. Make sure to complete the entire smaller task for that project before moving on to another.

Limit yourself from distractions

There are often elements around you that can be distracting, causing you to spend less time on an important project. Try your best to limit yourself from these distractions. Put your phone in your desk and silence any notifications. If your coworkers regularly visit your desk to mingle, tell them you're focusing on an essential work item and ask if you can speak with them later. You can also set a notification on your email or the company's business communication tool, letting others know you're currently busy.

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7 Ways To Manage Feeling Overwhelmed at Work

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There can be moments at work where you're assigned many complex assignments, which may overwhelm you. When this occurs, you should take time to organize your tasks and ask for help when needed. Finding ways to keep yourself calm, productive and in control at work allows you to feel organized and submit quality projects.

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How to organize homework, files, and notes

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How to organize homework, files, and notes

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Keeping files works well but only works for computers, so this video helped for taking paper notes as well. Currently I take all my notes on paper so this video felt more helpful in that aspect. The key point I take away from this video was to keep everything together especially when writing, using page numbers is often a good tactic.