What are the benefits of organizing your computer files into folders? (2024)

Imagine you would like to use the same catering company you used 4 months ago for a 300-person meeting in conference area, and you would like to have the same DJ for a integration meeting as you had last year. Do you have a folder "Events" and then sub-folder starting with a date "2022-06-24 team building 300-person" and future subfolders "catering", "presentations" etc.? If you have - you will easily find all the necessary data&contacts. If not - you need to create one now!

As mentioned earlier: shall I need to get back to previous events and use the same catering company, or presentation templates, or contact someone from the support team from another country we cooperated once working on a project - I will find those data very quickly. It saves so much time and nerves to have neatly organized folders in a computer/cloud/outlook.

Well-ordered file system (in cloud/outlook/computer) gives us information - oh, those are main 10 projects I had last quarter, this is my experience, this is my expertise and this is the data and contacts I can retrieve in a second. It truly declutters the mind!

Shall I share my neatly organised outlook folder/cloud folder with a team - we have so much easier and better collaboration and so much time saved. We know where are the documents and we know what other person in the team had prepared already.But... there is also a very important topic - how to name files properly in your folders. That is another story!

It is so easy to give appropriate permissions to the files in the cloud/outlook. There are files not visible to others in my folders, some files are "view only" and some files/folders are with the permission "edit" granted to members of my team. I have full control who can see, edit, delete my files!

A prática de organizar arquivos em pastas tem raízes nos métodos tradicionais de arquivamento em papel e evoluiu com a tecnologia dos sistemas operacionais. Isso facilita a busca rápida, o gerenciamento de espaço e a colaboração. Além de melhorar a eficiência, essa organização também pode reduzir o estresse e aumentar a sensação de controle dos usuários. Portanto, a organização eficiente de arquivos digitais pode refletir positivamente na saúde mental dos usuários. Estudos mostram que ambientes digitais desorganizados podem causar estresse e ansiedade, enquanto uma estrutura clara e organizada pode promover uma sensação de controle e bem-estar.

Translated

While platforms like Google Drive and Dropbox are great for file storage and sharing, consider an alternative solution for training files or static files that employees need to access on a regular basis. There are platforms that can house your files and also provide robust searching capabilities as well as tracking capabilities to ensure certain files are read and completed. This also prevents mistakes and loss as employees cannot edit or delete important documents, simply read and respond to them, which is perfect for training materials or employee handbooks.

The benefits of organizing your computer files into folders are firstly that folders keep your files safe and well definedsuch that programs documents, and operating process files are well organized. Secondly,folders enables file names;and allows for alternative measures on releasing a proper recorded file for emails,and other needs.