Wednesday, 7 October 2020

Computer Organization


Computer Organization, if you are reading this then there is a big possibility that your computer is a mess.


You have files on your desktop, which is a download folder that has been crowded with installers of the app for two years, and who knows where the file Jason needs from Billings yesterday was. Let's look at how to fix it.


Computer Organization Your first priority, then, is to implement a system that you can actually stick to. I want you to go look in your closet. If everything is nicely organized, you can start with the advanced stuff.


On the other hand, if you can't even keep your shirts and socks separate, you need to start with a really simple setup that you can stick with.


Remember, as with any goal - and we have a complete guide to goal setting you need to check - consistency is the most important thing. You can add more complexity later.


With this 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


1. A project or client-based filing system

The customer-based structure or structure is perhaps the simplest to stick to. Each project or client - how you divide things greatly depends on the type of work you do - depends on their own custom folder. Within each project or client folder, you keep all relevant files and documents.


What makes a project or client run so well is that they are mindless. If file A deals with client X, it goes to folder X. If file B is about client Y, then, shockingly, it goes into folder Y.


If you have 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.


2. File organization system based on history

With a date-based structure, you usually have a folder for each year with a subfolder for each month. Depending on the number of files you are working with, you can also have other subfolders for each week although there is likely to be a kill.


The nice thing about the date-based structure is that it makes it easy to find files from a certain period, for example, to look at last year's financial statements for the month of January.


History-based architecture 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 which are the same document only with different numbers, that's ideal. You really can't group this type of file by the project since you'll have 200 reports in each folder quickly - and everything is the same project anyway - so you're back to square one.


3. File system based on the file type

A file type based system groups everything into folders based on the file type. This doesn't have to be difficult by computer file type, but instead, it can use folders with names like:


  • marketing.
  • Offers.
  • Financial.
  • And the like.
  • Inside each folder, you can place all files of this type.


File type based architectures don't work perfectly as top-level architectures unless you only work with one company or yourself and you don't have a lot of files to work with. I actually use one as my work is largely grouped into writing, photography, and invoicing.

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