Organizing Files for a More Efficient Workspace

I cannot stress enough how critically important it is to take the time to build out systems that allow you to spend 0 time thinking about where your files are or how to access them. I have saved countless hours by taking more time upfront to set proper workflows and storage space for all my working and personal files. Some general principles to get you started: 1️⃣ Nothing is allowed to float - EVER. Don't let files float in your downloads folder or on your desktop. It will take you twice as long (if you are lucky) to find the file you need if things are allowed to float. Here is an example: Need to pull up a text editor to take notes during a meeting? The FIRST thing you are doing after that meeting is over is saving those notes (with a proper file name!) and storing it in the correct project location. Which brings me to point number 2: 2️⃣ Have a unique project location for every project. Projects of a similar type should all follow the same storage structure, but each project needs to have its own unique working space - no overlap. Example: Have two different projects for the same client? - each of those projects needs its own distinct working space to prevent misplacing items. 3️⃣ Have a specific system for each different file type you work with. Take and store meeting minutes the same way you do across all projects. Create, edit, and store deliverables the same way you do across all projects. Consistency is Key. 4️⃣ Last but not least - don't wait until the last minute to do these things - keep up with your notes and file saving as you work on these items. In the first example above where you pulled open a text editor to take meeting minutes - don't get in that situation in the first place. You should have your meeting minutes template opened and filled out with the meeting details already entered ahead of time. Work can be hard sometimes - no reason to make it harder on yourself - stay organized out there. Happy Sunday

As someone juggling multiple projects and needing to stay on top of everything, I know how overwhelming it can get—especially when your desktop looks like chaos! Here’s my setup: 📂 𝐖𝐨𝐫𝐤𝐢𝐧𝐠 𝐍𝐨𝐰: For files I’m actively working on, like presentations or ongoing programs. 📂 𝐈𝐦𝐩𝐨𝐫𝐭𝐚𝐧𝐭: High-priority items that need my attention soon. 📂 𝐃𝐞𝐦𝐨𝐬: Resources I need when preparing or presenting demos. With this system: ✅ I spend less time searching for files. ✅ My mental clutter is reduced (a clear workspace = a clear mind!). ✅ It’s easier to focus on what’s important now. For me, the real benefit, it’s in reducing the mental load that comes with clutter. It’s a simple system that works with my brain, not against it. 💡 𝐇𝐨𝐰 𝐲𝐨𝐮 𝐜𝐚𝐧 𝐜𝐫𝐞𝐚𝐭𝐞 𝐲𝐨𝐮𝐫 𝐨𝐰𝐧 𝐬𝐲𝐬𝐭𝐞𝐦: 1️⃣ Use a desktop wallpaper with zones to visually organize your files. 2️⃣ Label the sections based on what makes sense for you (projects, deadlines, etc.). 3️⃣ Clean up weekly to maintain order. This small change has saved me hours each week and helps me stay focused on what really matters. 🌟 And it gives me joy every time I look at it.

DOCUMENT1A. SCREENSHOT3C. UNKNOWN2. Look familiar? Are your folders full of files with names like those? As an accountant, I have to say that one of my biggest pet peeves is unlabeled downloads and files. They are the WORST. I so often have files sent to me because folks routinely download a bank statement, a receipt, or an important tax form. Then, instead of renaming it something descriptive like "BankStatement_June2024" or "Receipt_OfficeSupplies_071524," the file sits in their downloads folder named "Document1" or "Screenshot1." Fast forward a few weeks (or months!), and then I hear about how they’re desperately searching for that one file they need to send me. Cue the frantic scrolling, the opening of countless mislabeled documents, and the rising stress levels. Sound familiar? Here are some simple tips to keep your files organized: 📁Rename files immediately: As soon as you download something, take a few seconds to give it a clear and descriptive name. 📁Use a consistent naming convention: Create a system for naming your files (e.g., Date_Type of Document_Client Name). 📁Organize files into folders: Create folders for different clients, projects, or time periods. A little bit of organization can go a long way in saving you time, stress, and potential errors. Does this sound familiar to you? What’s the most ridiculous, non-descriptive file names you’ve ever come across?