Is your computer full of files? Does it need a good cleaning? Maintaining good computer files is just as essential as a paper filing cabinet, and follows many of the same principles.
First, decide the broad categories that will suit your needs and create folders in your “My Documents” area to match your categories. Then decide on subcategories for each folder, and create new folders for each subcategory. In your computer, you could have several subfolders within a main folder.
For example, for my business, I have a main folder “XYZ Business”. Then I have subfolders: “Bookings, Recruiting, Host Coaching, Shows, Team, etc.”. Then within each subfolder, there are further subfolders. Under “Host Coaching”, I have “Host Packet” and “January Host Coaching”. These are specific folders that contain more than one document.
Once you have decided your folders, then it’s a matter of putting everything where it belongs. This will take some time, but it is worth it. If you have a bunch of files and folders already, make sure that you go ahead and check the folder names and correct any that need to be corrected, or add more as necessary.
Now, you need to go through each file, one at a time. When you go through the file, some you will know immediately since the file name gives enough description to where you don’t need to open it. Others, you will need to open to find out what it is. If you come to a file that you need to open to see what it is, and it’s something you will keep, rename it so that the file name has enough detailed information to eliminate the need for you to open it to see what it is next time.
Obviously, if you don’t need it, delete it. You will find many obsolete items lurking in the files within your computer. As you go, any file that you want to keep should 1) have a file name that provides enough detail to where you will know that file is and 2) be filed under the correct file folder/subfolder as needed.
In the end, you will have all of your files in their proper place. Make sure you look at all of the programs currently installed on your computer as well, and delete those you do not use anymore (use the uninstall under the control panel). I would suggest that you empty your recycle bin after this process, as well as defragment your hard drive to increase the speed of your computer.
Now, to maintain this order, when you download something in the future, take the extra moment to make sure that it ends up in the correct folder, and is renamed to be a descriptive file name so that you will know where to find it, and what information is inside the file.
By keeping up with incoming files this way, you may only need to clean out your computer files once or twice a year. I suggest at minimum to do this once a year. So, ready, set, clean!!!
To your success,
Dr. Laura
P.S. Want more detailed information on how to set up your filing cabinet, as well as your computer files? It’s all outlined step-by-step in my book Organization for Home-Based Business Professionals.
