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Have you ever seen a computer desktop where someone saves every document there? If you're like me, you wonder, "How do they ever find anything?" Well, this article will help you make sure that your desktop stays neat and clean. And even when it doesn't, you have a workable alphabetical filing system that makes clean up a breeze.
The creation of your alphabetical filing system starts with your "My Documents" folder. This folder is going to be transformed into an easy to manage system that will enable you to find any document quickly without having to use the search feature.
1. Start With a Clean Slate
In your "My Documents" folder, make a folder named "Sort" and move every single file into that folder. Now you're starting with a clean slate.
2. Set up the Structure
Make a folder for each letter of the alphabet (A-Z).
3. Create Categories That Make Sense
Take a look in your "Sort" folder and think about the categories of your work. Create folders for those main categories within their corresponding "letter of the alphabet" folder. For example, suppose you work with many grant programs, you may choose to create a "Grants" folder in the "G" folder. The key here is to make sure you create folder names that work with the way you think.
Use whatever word comes to mind, because that's probably the way you think about finding that type of information. Another important thing to note is that this filing system is not set in stone. It will change and adapt to your needs, so don't spend too much time agonizing over file names. File names can be changed later and folders can be moved into new categories.
4. Move Your Files into their New Homes
After you have created all of your primary category folders within their corresponding "letter of the alphabet" folder, start moving your existing files in your "Sort" folder into their appropriate category folder. You'll probably find that you need to create more sub-folders. Using the "Grants" folder as an example, you may choose to make a folder for each grant within that folder-Kellogg Foundation, Keep America Beautiful, etc.
This may take some time, so you may want to work in short bursts or you may prefer to knock it all out in one session. Whichever approach you choose, I guarantee you'll be amazed at how great it feels to have an organized alphabetical filing system for your electronic documents. But wait, the real joy is just around the corner. The real joy comes when you need to find a document and it takes you two seconds to find it. Your colleagues and boss will think you're a genius!
Try it out and I guarantee you'll experience relief and satisfaction that you didn't know existed.
