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Tips & Trick

10 tips to manage your documents like a pro 

Nowadays, we are increasingly dependent on our computers and smartphones. We use them to record memories, take courses, write essays, keep in touch with friends, listen to music, watch our favourite shows, etc. In the whirlwind of files we send and receive every day, it is easy to forget which ones are important and how to organise them accordingly. 

This is a difficult problem to solve for those whose business depends on their digital devices. For them, learning how to manage business files efficiently becomes of utmost importance. Here are ten tips to help you solve this problem and get rid of digital file clutter.

Photo by Tima Miroshnichenko from Pexels
Use Cloud Storage

Our devices have limited storage, but the amount of documents and data we usually store is unlimited. In addition, sometimes we work on a document while we are at home, which requires us to save it on both our work and personal devices. As a result, these documents take up a substantial amount of space on our devices and take a lot of time to keep them up to date.

Many websites and platforms have been designed to allow you to upload specific documents to their cloud storage. By choosing this route, you can access them at any time from any device. You won't have to worry about updating the documents as all changes will be saved on the cloud. In addition, your computer storage will remain clear and tidy. 

Create shortcuts

People who use their computer for business purposes often need to have a number of documents and programs at hand. In this situation, it can be tempting to save them all on your desktop for easy access. But remember that over time this can lead to a lot of clutter. It's a good idea to save your documents in their designated place and create a shortcut for them on your desktop. This way you can access them easily and keep them organised. 

Organise documents in folders

Instead of keeping a haphazard inventory of documents, it is advisable to organise them in specific folders and drives according to their content. For example, you can dedicate a computer drive to your business documents, and then sort the documents in it according to the business area to which they relate. In this way, you can easily work your way through a set of documents, especially if multi-folder classification - which is essential - is available.

Say goodbye to the bin

There is a lot of data that you no longer need among the data you receive day after day. Instead of letting them take up a lot of your storage space, it's wiser to delete them. It's like the numbers in your address book that you never dial. You will probably never need them.

Take your notes

If you want to learn how to manage business cases, you need to learn how to manage your thoughts and ideas. When you are working, it is natural that some ideas will come to mind to be used later. If you install a note-taking application or software, you can type or record your notes and the platform will organise them. 

Be prepared to archive

When working on projects, you usually accumulate several different versions of the document. Instead of keeping them all, you can check their properties and delete the old versions, so you never use an old document by mistake. 

Be careful with names

In business document management, it is extremely important to use correct names for documents. Always use short names that specify the nature of the document. This way, you won't have to waste time going through the document to find out what it's really about. 

Be consistent with your plans

Once you have found the organisational system that works best for you, especially regarding your labels, folders and tags, be consistent and follow it through. If you get off track, you can easily end up with an avalanche of indeterminate folders that would take a long time to sort through. 

Use unique locations

When saving your documents, it is advisable to organise them according to their content and save them in one place. For example, all your business documents and files should be on one disk or - ideally - cloud solution, and the various documents concerning financial matters, project development and HR should all be stored in one place. This way you can quickly get an overview of all the data you need. 

Learn how to do research

Discover the search tools of your device. By modifying your search based on the text inside, the date of creation and the name, you can easily find the documents you need. Using the system's search tools is much simpler and faster than going through thousands of documents alone. 

Bottom Line

Managing business and/or important documents can be tricky, but there are a number of tips that will help you organise them quickly and efficiently. In this article, we've reviewed ten tips that can help you get your digital clutter in order. To find out about other methods that can help you with your digital needs, check out our blog for more information. And don't hesitate to contact us if you have any questions or need advice!