Managing an ever-expanding collection of files can be daunting task for any organisation, whether you’re a long-established professional membership association or newly established company. As any organisation grows, so does the complexity of its structure, making it increasingly important to maintain a clear and effective filing system.
A well organised digital filing system isn’t just about organising your desktop, it’s essential for boosting productivity, enhancing collaboration and minimising stress. A well-rounded filing structure reduces confusion, saves time, and ensures that the entirety of your team can quickly find what they need.
Chaos can quickly ensue when files are poorly organised, but it takes very little effort to begin with to create a streamlined system that will save you time and effort down the line.
Assess Your Needs
Before you dive headfirst into creating a structure, take a moment to step back and understands your needs. Assess the nature of the work your organisation undergoes, and if you’re going to need multiple layers to your filing structure.
Your filing system should reflect your organisation’s needs, whether that means a simple folder structure or a more intricate system to accommodate more complex workflows.
Create a Logical Structure
A successful system relies on a logical, hierarchical structure. Put yourself in the shoes of a new-start or volunteer – they should be able to find their way around your system easily. The structure should be intuitive, so that anyone can navigate it easily and find files quickly.
Start by creating broad, high-level categories, such as “Marketing”, “Finance” and “Membership”, then you can break each folder down into subcategories such as “Blogs,” “Graphics” and “Schedule” that sit within the “Marketing” folder.
Keep it as clear as possible, with enough depth to organise your files without complicating the process. Find a balance between clarity and flexibility, ensuring that current and future documents will be able to fit seamlessly into it.
File Names
Creating useful file names may seem like the most basic of instructions, but the importance of clear naming structure is paramount. Avoid vague names and opt for file names that give a clear indication of the contents and the date it relates to.
Incorporating dates, key topics, and version numbers into your file names not only makes them easier to identify but also helps to avoid confusion when collaborating with others. By implementing consistent naming procedures you’ll reduce the time spent searching for the right document, boosting efficiency across the board.
Use Tech
If you’re not already using cloud-based storage and file management then it’s time to start. You and your team should be able to access your files on any device, at anytime, anywhere. The right software will allow you and your team to work collaboratively and simultaneously on the same documents Look for features that will enable automatic backups and customisable permissions, so that you can choose who can and can’t access documents.
Maintain & Review
Once your newly established filing system is in use, it’s important to periodically review and maintain it. As your organisation grows, your filing system may need to be update and adapt to new workflows. Regularly archiving old files, revisiting folder structures, and removing unnecessary documents will keep your system running smoothly and prevent clutter.
Our FREE Structure Template
We compiled a list of vital categories your filing system should include, allowing you to future proof your organisation. Subscribe to our mailing list HERE to gain instant access!
