The development of modern information technologies (IT) has greatly simplified our work and created numerous new opportunities. However, the management of certain work processes still relies heavily on humans. Despite the use of computers, software, and various gadgets, self-management remains essential. In this short blog, we will briefly discuss an important topic: file management.

During the workday, each of us frequently receives various files from colleagues or partners via email and works with multiple electronic documents. At first glance, everything may seem to be in order, but we often overlook one crucial aspect: saving files in the right place and giving them proper names. The more time we spend working on a computer, the more files accumulate on its internal storage (HDD/SSD). We store one folder inside another, and then another inside that, creating a sort of labyrinth where finding the needed file becomes so complicated that it consumes a significant amount of time. In many cases, we may not even be able to locate the file at all.

You might think, “But doesn’t the computer have a search function?” Yes, it does, but to use this function effectively, file management must be done correctly from the start. More specifically, it’s essential to avoid two common mistakes people often make.

Typical Mistake #1
Almost everyone has files on their computer with names like:

• “1.doc”
• “New Text Document”
• “New Microsoft Office Word Document (3)”
• “Doc. 1234”
  Or even more abstract names like “qwert” or “ihqwfhifhzxcy.”

The main issue is that as time goes on, the number of such files increases on our devices, making it even harder to find what we need. In such cases, the search function alone cannot help because the file was not properly named at the time of saving. We end up opening several files, hoping to find the correct one.

Typical Mistake #2
Files are stored in folders in such a way that we don’t know their exact location. We move from one folder to another, then to a third, traveling through this “labyrinth” in the hope of finding the document we need.

Process management, or self-management, in this case means giving every file a proper name and storing each file in a folder where it can be easily found. Some types of documents may be needed daily, so we should have quick access to them—these files are best kept on the desktop. Other files, which may be needed only once a month, can be stored in other folders.

Everyone may have their own system for organizing files. For example, some file names may be in English, while others in Georgian. The main thing is to maintain control over the work process and manage files according to your needs.

Poorly organized files can cost us 3–4 minutes per day, which adds up to an hour and a half—or even more—over the course of a month.

So, what can we do to make finding files easier?
We should follow two main rules:

1. Name every file in a way that makes it easy to locate using the search function.
2. Organize the so-called “folder labyrinth” to save time and allow quick access to documents when needed.