Files and documents always play a large (rather, a HUGE) part of any job. Whether physical or digital, work files run the office. A missing document in a cluttered computer could mean a stressful search, a delayed report, or a decrease in your overall productivity. I’m sure we all don’t want that, so here’s a practical solution for you.
I worked in leasing operations of a shopping center with about 250 diversified tenants. Among others, we filed rental bills, request letters, written notices, agreements, and structural plans; not to mention the files that existed way before I occupied the desk.
Anchored from the existing filing system my supervisor had used, the paranoid fresh-grad in me devised a personal approach to organize the files that I was working on. I called this The Working Folder, and I brought this approach even to my present job, and it still has effectively worked for me.
What is The Working Folder?
The Working Folder is just, literally, a mere folder! To set it up, you just need to create a main folder, create sub-folders in it, and save all your necessary files and shortcuts to their rightful locations within these sub-folders.
It’s just a simple space on your workplace computer—a space which you can call your own. It is a portal of all your work, so you can easily find them when you need them.
At a glance, the structure of The Working Folder should be like this:
The Working Folder:
Easy, right? On the second page of this post are brief discussions of each main folder mentioned above. You can do anything with The Working Folder as long as it makes your work easier to access, to navigate, and to get familiar with. After all, it is your Working Folder.
Where is the Folder best located and accessed?
When you’re new at your workplace PC, chances are you’ll find old files from the previous occupant of your desk. There is a possibility that you would get lost in those files, so I recommend that you create The Working Folder as soon as possible.
This way, you’ll have your own space, and you can just save and transfer the existing files into The Working Folder as you touch on them. This method will also help you distinguish the work files that you have already touched versus the files that was worked on by the previous occupant.
The Working Folder is recommended to be saved at My Documents (do not save on the Desktop!), and just create a shortcut on the Desktop for easy access.