Best Practice - Business File & Folder Structure
“Where would that file be, and what will it be called…?” They're questions typically followed by minutes, or hours, of frustration searching to find a document.
A design for file structures and names gives everyone in the business a level playing field for accessing documents.
Disorganised files, can make finding anything specific like finding a needle in a haystack. A haystack that you have to keep coming back to day after day.
Wasting hours of time searching for information? Create an in common organised file and folder structure with your colleagues.
Why Create A Folder Structure?
Imagine walking into a supermarket. Now imagine that there are no sections, no aisles and no organisation. There’s apples next to the pasta sauce, frozen pizza in front of the muesli, and you’re just trying to buy some bread and milk… chaos!
That’s what your computer files are like with no organisation.
A disorganised system makes finding anything a challenge. Where would you rather shop?
Like the sections and aisles in a supermarket, an effective file and folder structure helps you keep your documents organised, so you’re not constantly wasting time searching for something when you need it. Not only does this reduce frustration, but it also boosts productivity and efficiency.
What's The Best Way To Organise Our Files?
There is no magical formula for the perfect folder structure. Each business is different, a file structure should reflect how your business and employees work.
The most effective folder structures are easy to use, so everyone can intuitively find the files they’re looking for.
If it’s too complicated, it will become a chore to organise, and no one will bother.
Keep in mind that a good file structure should work for everyone in your organization, not just you. Other people may not search for a file the way you do, and you don’t want to frustrate everyone else in your company.
Your ultimate goal is to create a logical hierarchy that gives every file a home, making things easy to find and impossible to lose.
Here are a few tips and best practices to help you do this:
1. Store Documents In A Shared Location, Not Locally
It’s tempting to just save everything to the local “My Documents,” but that creates two big problems. First, other people in your company won’t be able to access those documents. You need to make sure you’re saving files on a server, network drive or other shared location. Shared cloud storage can be a good option too.
Second, your IT people back up servers and network drives; they DON’T typically back up everyone’s personal computer. So if you save that critical proposal on your hard drive and your computer crashes, you’ll be out of luck.
2. Don't Mix Personal And Business Files
Keep your business folders for business. You probably don’t need everyone in the company seeing photos from your family vacation. Plus, you’re costing the business more to store and back up your personal files.
3. Group By Category
One of the most effective ways to organize your files is by category. Again, think of the supermarket. Foods are organized into sections like fruit and vegetables, dairy, canned foods, etc. The trick is figuring out exactly what categories to use that make sense for the business.
Categories to consider:
Department – organise folders by department or business function, such as Marketing, Finance, HR, IT, etc.
Clients – create separate folders named for each client with sub-folders for project details.
Products – if your business focuses on products instead of individual clients, organise folders by product
Users – if you need to keep some information private, you may want to create separate folders for each user. However, this probably isn’t the best top-level category, because it can lead to “tribal knowledge.” Imagine if five people are working on a project together, and you have to dig through all five of their individual folders to find details on the project.
4. Group By Date
Many business activities (think reports or events) are reoccurring, so organising by year or month makes it easy to identify the most current files and find past versions.
Consider organising files by year or by month.
5. Don't Be Afraid Of Sub-Folders
Once you organise your files into categories, you’ll want to add additional layers to narrow these down even more. That’s where sub-folders come in.
Sub-folders help create logical groups within your larger categories. For example, within a client folder, you might have separate sub-folder for each project. Then within the project, you may have further sub-folders for correspondence and contracts.
Of course, you don’t want to go overboard, but most people tend to suffer from too few sub-folders, not too many. If you find yourself dumping 50+ files in a single folder, you might want to add a sub-folder. If you only have a handful of files, you probably don’t need one.
6. Use Final, Draft and Archive Folders
Even if you know the right folder to look in, finding the correct version of a file can be hard. One way to help is to create sub-folders for the stages of a task.
Use the Final folder for any documents that are completed and approved. For example, if you were doing a print brochure, you would put the final press-ready version in this folder.
Save work in progress, or any revisions along the way in the Draft folder.
Then use the Archive folder to store old materials for reference, like notes, research, scrapped ideas, etc.
7. Use Good File Naming Conventions
How frustrating is it when you’re slogging through a mess of files with vague names like “presentation” or “notes.” Use clear, descriptive file names that make it easy to identify what’s in the file, no matter where it is. Here are a few best practices from Stanford:
Be concise; some software doesn’t work well with long file names
Use descriptive information
For dates, use a YYYYMMDD or YYMMDD format, so dates stay in chronological order
Use sequential numbering (01, 02, etc instead of 1, 2, etc)
Avoid special characters (like ~ ! @ # $ %, etc)
Use underscores (file_name) or dashes (file-name) instead of spaces (file name)
8. Create Folder Templates
Once you’ve designed your folder structure, create empty folders as a template so you can keep it consistent.
For example, if you organize your files based on client name, you’ll probably want to use the same file structure over and over again under each client.
Create template folders that you can copy and paste to keep your structure consistent.
9. Use Shortcuts
Ideally, the folder structure should create a single “home” for each file. But sometimes there’s overlap and it’s hard to figure out where a file should go.
Rather than duplicating the file, create a shortcut. You can then move that shortcut to another location, but your original file stays in the same place. That way, you avoid the danger of having different versions of the same file.
10. Don't Float Folders
When you’re working on a big project, it’s too easy to create a folder with a 1 or _ in front so that it “floats” to the top of your folder list. Resist the temptation!
Floating folders are a kludge and not an effective file structure and if people are looking for folders alphabetically they could easily miss a floating folder.
Finally - Just Do It!
No folder structure or file organisation system is going to be perfect. But in order to be effective, you have to use it all the time, every time. Don’t save everything to your desktop or My Documents and tell yourself “I’ll move it later.” Otherwise, the only thing you’ll end up with is a half-pie file structure.