Organizing your files is one of the simplest solutions to better productivity. When a file is not at the tip of your fingers within minutes, then it might as well be useless. If you can’t find your files when you need them, they cannot help you with your work.
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How do you organize your files, whether physical or electronic? Here are some tips.
First thing to do is designate a space for your files. For your physical files, a filing cabinet or a file box. For your electronic files, a specific folder in your drive or a folder in your computer.
Second is assign a naming convention for your files. For example, saving recordings of calls can be named as (name of agent_date of call_name of customer). Depending on your business and day to day needs, you can name your file several ways. It is important that your files are organized as per your naming convention, so that when you need a file, there is only one way to search.
Finally, make sure that you have a back-up for your files at all times. Today, you can keep your back-up in cloud, in an external hard drive or even in a thumb drive. Wherever you choose to save your archives, make sure that you can still access such archives with as much ease as possible.