[Libs-Or] Tech-Talk: WINDOWS – Find What You Need Quickly with an Organized File Structure

Wed Oct 30 07:19:02 PDT 2024

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Create Folders that work for you

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Webinars for You

NOTE: All webinars begin at 3 pm ET / 2 pm CT / 1 pm MT / 12 Noon PT and are one hour long.

Nov 6: [INTERNET] Organizing Your Documents in Cloud Storage. Why attend? If you have trouble finding what you need.

Nov 20: [VIDEO] How to Pick the Perfect Video Creation Resource for Any Situation. Why attend? If you want to understand all your video options.

Dec 4: [GOOGLE] Navigating Google Drive - A "Getting Started" Webinar.

Why attend? You're new to Google or need better understanding.

Dec 18: [GRAPHICS] Finding No-Cost Copyright-Free Images, Videos and Music Why attend? Save money with these resources.

View Webinars and Register Here<https://opiayfbab.cc.rs6.net/tn.jsp?f=001rK9N-TyNci6Bt0c3njFBVB_P3Md_MhqPmYE1dOaZPc-PIp-iagdIMOukRcS2Qjz2az7CeH7q4mqoTU1uPEL9nWzekMoWn3BeiVESYz27zfUjPUhs_DZAtKQcHRumoWLeOk7Dh17bh8w1fzLtYSxbQbFvS5qZASTDvDCLcXKP5-Y=&c=2s7Ec4_4v92BbgkMCqmUb3KqYKlRakHkrp1IWqzaG9EnbtNUVnUJug==&ch=JocQaoY8IAqlPp_aW6AvFZjSgpmRLf769EKj4xCBMcOiZlY28lWgSg==>

WINDOWS – Find What You Need Quickly with an Organized File Structure

Intermediate

[A cluttered digital workspace with floating papers, a keyboard, a lamp, a coffee cup, and a filing cabinet with drawers open on a blue background.]

Have you wasted time looking for a file that you needed? You thought you saved it to a particular folder, but it isn't there.

Or do you have staff members coming to you because they can't locate what they are looking for in a shared folder? Very frustrating for everyone.

Whether you create your own folders for digital file storage, or share a folder structure with team members, it's just a good practice to set up a hierarchy that everyone understands.

Organizing electronic files into folders is essential for maintaining efficiency and easy access. For example, every once in a while we need to spend a bit of time organizing our folder structure, especially if:

·     Files are scattered all over without a plan.
·     Everything is tossed into a few folders.
·     You have to use "Search" to find files regularly.
·     The file you're looking for could be in one of many different folders.

What if you already have a great system that works for you? Read on as you may discover some golden nuggets to make it even better!

[A computer and devices connected to cloud storage services (Google Drive, OneDrive, Dropbox). Text: "Organizing Your Documents in Cloud Storage, November 6, 2024.]

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Learn More!
Webinar: Organizing Your Documents in Cloud Storage Using Folders on Nov 6th

Discover how to navigate cloud platforms like Google Drive, OneDrive and Dropbox. We’ll look at setting up your file structure including creating folders and stacking them within each other. And more!

Best Practices for Folder (and File) Management

1. First, Set Up a Logical, Consistent Structure

Depending on your organization, you may want to set up your folders in one (or more) of these ways.

1.  Project-based - Create folders based on specific projects, clients, or departments.
2.  Date-based - For time-sensitive documents, organizing by year/month can be helpful.
3.  Category-based - Use broad categories like "Reports," "Invoices," or "Contracts" with subfolders for different projects or clients.

[Folder structure for Shared Results International showing categories like Finance, Marketing, Products, with subfolders like Assessments.]

For example, at Tech-Talk we use Category-based. We started with our highest-level folders and worked down.

So, it looks like this: company folder name, followed by the main functions of a business: Assets, Finance Graphics... which are listed alphabetically.

Then, in our hierarchy, under the main folder of Products, we have subfolders: Assessments, Facilitation, Tech-Talk Weekly, and so on.

Taking it another step, inside the Products sub-folder, Tech-Talk Weekly, we have sub-folders for each category of article… Internet, Mobile, MS Office, and so on.

[File directory tree with folders: Tech-Talk Weekly, Internet, Mobile, MS Office, Social Media.]

2. Use Descriptive Folder and File Naming Standards – Especially When Working in Teams

·     Don't dump all files in My Documents (top category) in your computer’s file structure.

·     Use the team-wide standard for naming folders and files. Include elements like project name, version number, date, or status.

·     Create descriptive names for folders and files, so it's easy to understand what's inside without opening them.

·     Avoid vague names like "Expenses" or "Report." Example: Instead of "Q1 Report," use "2024 – Q1 – Sales Report."

·     When using multiple file storage locations (your computer, organization server as well as OneDrive or Google Drive), educate team members on where your documents, spreadsheets, graphics, etc. files should be saved. If you have more than one location, mirror the folder naming hierarchy.

3. Use Subfolders, but Minimize Depth

[A folder hierarchy with five levels, each in different colors, showing various tech-related subfolders and documents.]
·     Avoid creating too many nested subfolders, as it can make navigation cumbersome. For example, you don't want to click through 10 subfolder LEVELS to find what you need. Try to keep the folder structure no more than 3-4 nested levels deep.

·     Aim for no more than 17 folders in each MAIN category. Why 17? It's the number of folders you can see in File Explorer without scrolling down. This simple item will save you a lot of time when you're retrieving documents all day long.

4. Use Dates in Folder (and File) Names

[Folder structure displaying dates and topics for upcoming webinars and presentations.]
·     Incorporate dates in folder or file names (when applicable) to differentiate similar file types.

·     Example: "2024 Project X Design Drafts" or "2024-10-25 Meeting Notes"

In the image to the right, you see a folder hierarchy for Tech-Talk webinars, with DATES incorporated into the folder names.

5. Access Control and Permissions in Online Storage (like Google, OneDrive and Dropbox)

[Two laptops facing each other with folders and arrows in between, symbolizing file sharing. Hands typing on each laptop's keyboard.]
·     Limit Folder access. Set appropriate permissions for folders based on team roles. For example, HR-related folders might be restricted to only HR team members. NOTE: All documents within a protected folder should be accessible for all that have permission at the folder level.

·     Provide read-only access to certain folders if collaboration is not needed but reference is required.

·     Periodically check permissions to ensure only the right people have access, especially when team members leave or change roles.

6. Regular Maintenance

·     Review and clean up folders periodically to archive or delete outdated files.

·     Archive older projects to reduce clutter in your active folders.

·     TIP: Save files that you only need temporarily to your Desktop (or a special folder) and then delete them within a day or two. For example, you downloaded an image and inserted it in a document. You no longer need the image. If you had saved the image in a folder, it could be there indefinitely. If it is something you can get elsewhere if needed in the future, there's no need to save it in your file structure.

7. Use Shortcuts for Frequent Access

·     Create shortcuts using the "pinning" or "jump-list" method for frequently accessed files. See how in this Tech-Talk article<https://opiayfbab.cc.rs6.net/tn.jsp?f=001rK9N-TyNci6Bt0c3njFBVB_P3Md_MhqPmYE1dOaZPc-PIp-iagdIMGSp4aSECuxYrbXmJPuhb186qWsBIFRhDfy1uaj4eCR9Dq2FwJ2poaAwl29JhIFOTgzKiCuPdv4Dgr9OR5L4bKbP7sj0CiRytvI1IQrzwp39NQClkfgadNSqQBQ_et1zzdhm7luW4cz5trVPkHOT39M=&c=2s7Ec4_4v92BbgkMCqmUb3KqYKlRakHkrp1IWqzaG9EnbtNUVnUJug==&ch=JocQaoY8IAqlPp_aW6AvFZjSgpmRLf769EKj4xCBMcOiZlY28lWgSg==>.

·     Move priority folders to the top of the list. The Windows File Explorer (as well as other online storage options) automatically lists your folders (and files) alphabetically. A trick we use frequently when we want a particular folder to appear at the top of the list is to name it starting with an underscore (_) … putting it before the first letter. This pops it to the top of the list.

By following these practices and tips, you'll enhance file organization, improve efficiency, and make collaboration more seamless.

[A series of smooth, dark stones arranged in a line, half-submerged in calm, reflective water with a soft, gray background.]

Communication: Checklist

5 Tips to enhance communications

Here is a variety of five communication tips to enhance your communication interactions. Check yourself: which one do you do the best? Which would you like to improve?

Active Listening: Pay close attention to the speaker without interrupting. Show that you’re engaged by nodding, making eye contact, and providing verbal affirmations like "I see" or "I understand." This encourages open dialogue and shows respect for the speaker's perspective.

Be Clear and Concise: Organize your thoughts before speaking or writing. Use simple language and avoid jargon to convey your message clearly. Aim for brevity while ensuring you provide enough detail for understanding.

Nonverbal Communication: Be mindful of your body language, facial expressions, and tone of voice. These nonverbal cues can significantly impact how your message is received. Ensure they align with your spoken words to avoid mixed signals.

Ask Open-Ended Questions: Encourage discussion by asking questions that require more than a yes or no answer. This invites the other person to share their thoughts and feelings, fostering deeper connections.

Empathy and Understanding: Try to see things from the other person’s perspective. Acknowledging their feelings and viewpoints can help build rapport and trust, leading to more effective communication.

Implementing these tips can improve your relationships and facilitate better understanding in both personal and professional settings!

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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted
State Library of Oregon | Library Support and Development Services
971-375-3491 | darci.hanning at slo.oregon.gov<mailto:darci.hanning at slo.oregon.gov> | www.oregon.gov/library<http://www.oregon.gov/library>

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