Don't Recreate it Find that Computer File Quickly
Don't Recreate it Find that Computer File Quickly
Use Clear File Naming Conventions
When computers were first introduced to the working population, there was a limit on how you could name your files. This led to very cryptic names. Fortunately, today technology has advanced. You can now name your files just about anything you want. Avoid using shortened naming conventions to name your files. You should be able to immediately recognize what a document is from the file label.
Be Consistent in Your File Naming
Work to create a file naming standard for both your electronic and paper files and folders. For example, "Financial Plan - Home version 3" or "2006 Sales Proposal - S. Hammitt."
Find Your Important Files Fast
Most computer programs display folders and files in alphabetical order, with numbers coming before letters. In order to use this to your advantage, put a digit, such as 0, 1, 2, etc. in front of your folders or files that you use most often. For example, you could name a file "0 Phone Calls for Today", or "1 To Do List." By putting the digit in front of the name, you will always have your most frequently used folders and files appear at the top of the list. Note, you can frequently use this technique with your email folders as well.
Make Finding Your Digital Photos Easy
The digital photo industry has taken all of us by storm, and why not? It is wonderful! The cameras often provide great picture quality with instant gratification. You instantly know if you got the shot of your son or daughter making that adorable face . . . Many camera makers, such as Kodak, have made downloading all of your digital image files as easy as pressing a button and presto! They are all on your computer. The downside is that loaded straight from your camera, your images have cryptic file names. If you don't have time to rename every file, start by downloading like photos to a specific folder. For example "2008.08.24 - David First Day of School." This folder contains all of the photos that we took for my son's first day of school as well as the day the shots were taken.
Match Your Paper and Electronic Filing
Organize the files in your computer to match your paper filing system -- use the same categories, sub-categories, and file names. Then, if you have paper files that correlate to your electronic files, name the paper files the same thing. Why learn two filing systems when you don't have to?
Start Your Files with the Year then The Rest of the Date
If you have a practice of using the creation date as a part of the file's name, consider starting the naming with the year first. So, if you had a file that was created on January 03, 2008, rather than saying 01032008 (where all 01 items would sort together regardless of year) try 20080103. This allows everything to be sorted chronologically by year and then month and day. All of one year will automatically be sorted together.
By using these tips and techniques you will be able to find your electronic files quickly and with little effort.
Dont Recreate it Find that Computer File Quickly - To learn more about this author, visit Stephanie Calahan's Website.
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Can you find the files on your computer, or do you find it easier to just re-create the document? Whether you work at a Fortune 500 company, a small to medium-sized business, run a business out of your home, or run your household, vast amounts of electronic information are now part of the typical workspace. "eClutter" affects productivity and increases stress in much the same way that paper clutter does. Here are 6 tips to help you find what you need on your computer.
Use Clear File Naming Conventions
When computers were first introduced to the working population, there was a limit on how you could name your files. This led to very cryptic names. Fortunately, today technology has advanced. You can now name your files just about anything you want. Avoid using shortened naming conventions to name your files. You should be able to immediately recognize what a document is from the file label.
Be Consistent in Your File Naming
Work to create a file naming standard for both your electronic and paper files and folders. For example, "Financial Plan - Home version 3" or "2006 Sales Proposal - S. Hammitt."
Find Your Important Files Fast
Most computer programs display folders and files in alphabetical order, with numbers coming before letters. In order to use this to your advantage, put a digit, such as 0, 1, 2, etc. in front of your folders or files that you use most often. For example, you could name a file "0 Phone Calls for Today", or "1 To Do List." By putting the digit in front of the name, you will always have your most frequently used folders and files appear at the top of the list. Note, you can frequently use this technique with your email folders as well.
Make Finding Your Digital Photos Easy
The digital photo industry has taken all of us by storm, and why not? It is wonderful! The cameras often provide great picture quality with instant gratification. You instantly know if you got the shot of your son or daughter making that adorable face . . . Many camera makers, such as Kodak, have made downloading all of your digital image files as easy as pressing a button and presto! They are all on your computer. The downside is that loaded straight from your camera, your images have cryptic file names. If you don't have time to rename every file, start by downloading like photos to a specific folder. For example "2008.08.24 - David First Day of School." This folder contains all of the photos that we took for my son's first day of school as well as the day the shots were taken.
Match Your Paper and Electronic Filing
Organize the files in your computer to match your paper filing system -- use the same categories, sub-categories, and file names. Then, if you have paper files that correlate to your electronic files, name the paper files the same thing. Why learn two filing systems when you don't have to?
Start Your Files with the Year then The Rest of the Date
If you have a practice of using the creation date as a part of the file's name, consider starting the naming with the year first. So, if you had a file that was created on January 03, 2008, rather than saying 01032008 (where all 01 items would sort together regardless of year) try 20080103. This allows everything to be sorted chronologically by year and then month and day. All of one year will automatically be sorted together.
By using these tips and techniques you will be able to find your electronic files quickly and with little effort.
Dont Recreate it Find that Computer File Quickly - To learn more about this author, visit Stephanie Calahan's Website.
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Joe DagerJoe Dager is President of Business901, a progressive coaching company providing no-nonsense direction in areas such as Lean Six Sigma Marketing and organized referral marketing. What others say: In the past 20 years, Joe and I have collaborated on many difficult issues. Joe’s ability to combine his expertise with “out of the box” thinking is unsurpassed. He has always delivered quickly, cost effectively and with ingenuity. A brilliant mind that is always a pleasure to work with.” - James R. If you want to learn more about Business901, start a conversation with us. We can be found @ Web/Blog: Business901.com Web/Blog: FundingYourNonprofit.com LinkedIn Profile Follow me on Twitter - Visit Joe Dager's Website |
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Leanne Hoagland-SmithAre your sales where you want them to be? Will you be one of the few who achieves sales or business success or one of the many who have failed to change? Are you tired of being told you are like everyone else? Then you may find my first book on sales of interest. Be the Red Jacket in the Sea of Gray Suits, The Keys to Unlocking Sales available at Amazon or at http://www.processspecialist.com/red-jacket.htm. This book is a reflection of my no-nonsense approach to improving sales to overall business results. If you are truly committed to making sustainable changes, then I can help you secure a positive return on your investment because I focus on executable solutions not telling you the problems you already know you have. From training to corporate (group) coaching to executive one on one coaching, my approach is to assess, create awareness, build a goal driven action plan and then execute. The bottom line question is "Not do you or your employees know it, but do you or they want to do it?" Please call for a free strategy session at 219.759.5601. - Visit Leanne Hoagland-Smith's Website |
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Anne BarrAnne Barr has over 26 years experience in sales and marketing, six years as a franchisee. She has assisted over 367 business owners and purchasers to achieve their goals in career change, transition and exit strategy. She holds the designation of Certified Franchise Executive from the International Franchise Association, Certified Business Intermediary from the International Business Brokers Association and Board Certified Broker from the Texas Association of Business Brokers. Anne is active in professional organizations, networking groups and volunteers for non-profit entities. As owner/operator of four successful businesses, Anne has proven people skills and enjoys helping clients find the right "fit" in business ownership. Visit www.FranchiseOpportunitySpecialist.com for more information about me and my company. - Visit Anne Barr's Website |
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Cheryl MatthynssensCheryl is a life skills coach, licensed Chemical Dependency Counselor and a 20 year entrepreneur. Cheryl's dedication to achieving a life of balance led to her expanding her teaching from the simple managing of life's daily challenges to adding financial well being as well. A direct marketer with DrinkACT, she is gaining ground in the online community with her concepts of making sure business owners, entreprenuers and employees have well rounded life styles. She opened up a small affiliate site - The Balance Guide- to help others find resources for mental and emotional well being. Visit Cheryl's blog to see more of the diversity beyond business she has began offering online at www.thebalanceguide.blogspot.com - Visit Cheryl Matthynssens's Website |
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