Last week, I was on a call with a client, chatting about her newsletter, when she suddenly started searching—frantically—for a document I had sent her a few months ago. She checked her email, dug through her desktop folders, even glanced at a stack of papers on her desk… and still came up empty.
After a few minutes, I gently asked, “How do you organize your digital files?” She told me everything just goes into the “My Documents” folder. And she meant it—everything. Years and years of files, all piled into one giant, unsorted bin. Honestly, it was like opening the basement door and tossing papers down the stairs. No wonder she felt overwhelmed.
If that sounds a little familiar, you’re not alone. But there’s good news: a few simple shifts can make a big difference. Here are my go-to tips for organizing your digital files so you spend less time searching—and more time actually getting things done:
1. Think in categories.
Start by creating three main folders (or however many makes sense for your life or work). Mine are:
- Clients – anything related to the people I work with
- Business – the operations side of my business
- Personal – everything else (photos, family docs, etc.)
Organizing by category makes it easier to find what you need—no guessing which month or year it was saved.
2. Use sub-folders to drill down.
Within each main folder, add sub-folders that reflect how you naturally think. For example, inside “Clients,” I create folders by client name, and within those, I add folders for things like newsletter drafts, logos, or project files.
3. Give your files names that make sense.
Resist the urge to save everything as “Doc1” or “Final-Final-ReallyThisTime.” Instead, use clear, meaningful names. It’ll make search easier and keep you from having to open every file just to figure out what’s inside.
Newsweek once reported that the average American spends 55 minutes a day looking for things they’ve misplaced. I may not be able to help with lost sunglasses, but your digital files? That, I’ve got covered. A little structure goes a long way.
If your inbox, files, or workflows are causing stress, I can help you bring order to the chaos. Book a 30-minute chat.