The issue of organizing files on your computer is interesting. It is usually not talked about because at times we assume all is in order. Yet when you see many people’s computers you will realize there is a challenge. Many people’s computers are chaotic when it comes to file organization. You probably have even seen computer desktop screens cluttered with all sorts of files. It can be an eye-sore if you are big on order and structure. Properly organizing your computer files has many upsides e.g. it saves time. Here is how you can effectively organize your computer files:
Understanding The Different Types Of Storage Or Organizing Structures
There are basically 3 core different types of storage or organizing structures. These are chaotic storage, mass dumping, and hierarchical (or tree, or root structure). Chaotic storage entails placing files wherever there is available space. This rings true for scenarios where you see a desktop screen laden with all kinds of files. Then there is mass dumping.
Mass dumping entails storing all your files in one place despite how different they may be. Then we have the hierarchy or hierarchical structure; also known as the tree structure. That is going to be the core focus in this article. It is evident at this point that many people use the first two – chaotic storage and mass dumping.
Hierarchy Or Tree Structure
This is obviously the most popular, the most recommended and the most convenient. This in essence is like a multilevel hierarchy which resembles the roots or branches of a tree. Considering how the roots or branches of a tree are organized gives you the picture. The hierarchy or tree structure entails a multilevel approach. It is comprised of 3 basic levels, namely L0, L1, and L2 i.e. Level 0, Level 1, and Level 2.
L0 – this is the first level and will involve folders with overarching or umbrella titles or topics.
L1 – this level entails folders that will be sub-topics of topics on L0
L2 – here the folders will entail more granular aspects or areas of the sub-topics on L1
This is a basic structure to enunciate the fundamental approach. Otherwise, the number of levels will depend on how granular you want the subsequent levels to be. Usually, you will get down to between 3 and 5 levels in most cases.
Some Practical Examples
Let me illustrate practical examples since I have always used the tree structure in organizing my computer files. I will share a basic 3-level one and another one with more levels.
3 Level Example
On my computer, I have a folder titled Startupbiz Zimbabwe. Then inside it, I have another folder titled Completed – referring to completed articles. Inside that folder, I have all the articles I have written and completed on this platform. Based on this example the levels are as follows:
L0 – Startupbiz Zimbabwe
L1– Completed
L2 – Individual completed articles
This means there are also other sub-folders in the Startupbiz Zimbabwe folder.
Multiple Levels Example
I have a folder titled Clirtual Assist Projects; it is for business and management consultancy work. Under it, there is a folder titled Business Ideas. In that folder, there are several individual folders of business ideas I have drafted. An example of one is Smoothies & Juices Business Idea. In that folder, there are subsequent folders an example of which is Financials. Then in the Financials folders, there are individual spreadsheets e.g. Cash Flow Projection. Breaking this down this looks like this:
L0 – Clirtual Assist Projects
L1 – Business Ideas
L2 – Smoothies & Juices Business Ideas
L3 – Financials
L4 – Cash Flow Projection
The Place Of Strategic File And Folder Naming
In order for the hierarchy or tree structure to work smoothly, you need to be strategic in how you name files and folders. The first important aspect is to stick to short and concise file or folder names. If for instance, you may have a number of folders or files that are in one location but with more or less the structure. Let us suppose you have Sales folders for the different days of the week or month. That would mean you have to name them strategically for easy reference. This means the file or folder names would need to be creatively named. For example:
You can have L0 as Sales Data. Then L1 can be Monthly Sales and L2 can be Daily Sales. L0 and L1 may be straightforward to name. However, under the Daily Sales folder, the individual files would need to be named strategically. A simple example of a naming format would be YYYYMMDD or DDMMYYY i.e. 20230719Sales or 19072023Sales. You could even name it like this: 19July2023Sales. This is just an example to emphasise the importance of strategic file or folder naming. It will make it easy to reference or access files or folders where need be. You of course can take advantage of the Details option under folder view options. By choosing that you can easily arrange or sort files based on the date created or modified. The fact that you can sort by Name brings to the fore the importance of proper naming.
That is what you need to know on how to effectively organize your computer files. If this is something you were not doing you can sort it out starting now. You can dedicate some time to organizing files properly. Over time you will notice how significantly it streamlines your time. You will almost never or rarely have to spend time searching for files or folders. You will not even think that you lost certain files or folders because they will be easy to find.
