Do Yourself a Favour: Declutter Your Files
People who have worked with me know that I'm not a "paper person." I prefer saving all files digitally. Even paper notes I take, I scan and add them to the project files, or write them after the meeting in a Word Doc.
I did save all files digitally and was already using cloud storage, but my files were not well organised. This was getting frustrating.
Digital Mess
Disorganisation of files can hinder productivity (a lot).
I've been involved in many technical businesses and I noticed I was not alone in having a digital mess. In these businesses I see files scattered across various locations. Like personal desktops, personal hard drives, in the cloud and separate hard drives.
This mess leads to:
- Wasting time searching for documents.
- Duplicating files to put them in many places.
- Difficulty collaborating with team members.
- Difficulty onboarding new team members.
- Inconsistent project and installation quality.
You need a solution that brings order and efficiency to your file management.
Solution
In December 2023, I moved from New Zealand back to the Netherlands. I ran a small technical consulting business there for two years. This was the perfect moment for a business reset.
I decided I need to find a solid system to organise my files.
After doing research I decided to explore and adopt the PARA method. A system designed by Tiago Forte to streamline file organisation and boost productivity. So, I did not invent it myself, just spreading the word.
The PARA method organises files into four primary categories:
- Projects
- Areas
- Resources
- Archives
Here’s how I applied each category to my small technical consulting business:
Projects
These are short-term tasks with specific goals and deadlines. For my business, this includes:
- Clients: Each client has its own folder, including all related documents. From proposals to technical drawings. I like to order the Client's files alphabetically.
- Internal projects: Projects like creating a training program, a client portal or a website redesign. Don't load yourself up with too many projects at the time.
Areas
These are long-term responsibilities without a specific end date. This includes for me:
- Admin: This folder contains Facilities management, Finance, and Legal & compliance. Not to most fun topics but important.
- Marketing: In this folder, Brand assets are collected, there is a folder for Content creation and for upcoming Events.
- Product development: This folder includes Client feedback, Product designs and R&D. A place create things to sell.
Resources
Documents and digital assets that could be useful for projects or areas. For me this included:
- SOPs: Like Company onboarding, Digital tools and Equipment handling. Even if you are a one man show, SOPs are super handy to make sure you follow processes the correct way.
- Suppliers: This folder contains Equipment suppliers, Product suppliers and Sub-contractors. Pretty much partners of your operation.
- Technical Documents: In this folder handy files are collected. Files like Equipment manuals, Industry guidelines and Software guides.
Archives
Completed projects and past information that no longer needs active access. My archives hosts:
- Completed projects: It's up to you if you just move completed projects here or that client if you don't expect any more business from them.
- Old documents: These are files that you don't longer use but like to keep hold of like Admin records, Employee records and Marketing records.
Implementing the PARA method organised my file management. By categorizing documents into these clear, logical areas, I reduced the time spent searching for information. This led to being able to spend more time on the most important things: delivering quality service to the clients and finding new clients.
Cloud Storage
Moving files to a cloud-based platform is a crucial step in this transformation if you have not done that already. Cloud storage offers several key benefits:
- Accessibility: Team members (and you) can access files from anywhere, whether on-site or remote.
- Security: Cloud platforms provide security measures to protect sensitive data. You can also set up files with passwords.
- Scalability: As your business grows, storage can be expanded.
I use OneDrive because it comes with Microsoft 365. But Dropbox and Google Drive are both good options for cloud storage as well.
Action Points
Follow these steps to install the PARA method and sort out your digital clutter:
- Sign up to a cloud storage like OneDrive or Dropbox.
- Create the files named: Projects, Areas, Resources, and Archives.
- Create custom subcategories that fit your business needs.
- Write a simple guide on how to use your new file system.
- Regularly check and update your file organisation.
If you read this and you're slightly overwhelmed, reach out and I can help you set it up!