Every day businesses of all sizes create many business documents, such as invoices, manuals, proposals, blog posts, guidelines, press releases, and more. As your company and team grow, it is inevitable that you will start producing more documents on a daily basis. While documents are crucial to your work, they may also be responsible for decreased efficiency and lack of organisation in the workplace. Therefore, wherever documents are stored, it is crucial to keep them organised and updated. Proper organisation of digital documents can help you increase productivity in the workplace and save time so you can focus on more strategic elements of your business.
Set Up Your Folders In A Logical Hierarchy
A folder hierarchy is an organisational structure, which makes browsing of one or more folders more convenient for different types of users. For example, different departments of your company may use different hierarchies. When you identify the need to create a new folder, build out a structure for all the folders that you will need. To simplify this process, you can even use a template, such as a group of empty folders and subfolders, that can show your team the type of structure you would like to maintain throughout all projects. Ensure these folders are easily identifiable as template folders to prevent your employees from filling them up.
Create Professional Documents
It is important to produce high-quality and professional documents to impress your clients and enhance your reputation. When creating a new document, your main focus should be on the content. Ensure you follow document formatting guidelines to make the content easier to read and digest. At times, you may be required to convert files from PDF to Word without losing the formatting. This will allow you to edit large areas of text or change fonts and styles. In comparison, PDF files have limiting editing options, and they may not be the right format in certain situations.
Deploy Standard Naming Rules
You will need to lay down naming rules to make the process of searching for documents and files easier. For example, file names may include dates, format, status, and other details, which can help describe the information inside more effectively. You may also want to mention the project name and version number to keep everyone up-to-date. These names will make the files easily scannable in the system, which can improve workplace efficiency. It is crucial to pass over these naming guidelines to the rest of your team, so everything stays consistent and organised.
Delete Unnecessary Files
As your company grows, unnecessary documents can quickly pile up. Although it is essential to keep a record of past data, you should also consider deleting outdated or corrupt files. If you keep too many unnecessary documents, this can make it difficult to find things in the future. It may be helpful to set aside some time dedicated to getting rid of unused files and documents. Also, avoid making a habit of saving everything that is sent to you. Take a look at the content and keep a copy only if it is required by your business or is relevant to your work activity.