The second installation from our friend Alexa Jones from Evolve.  Here she spells out the steps to truly getting yourself orgainzed electronically.

How to get down to business… The Steps

Follow these easy steps to create a well-regimented, powerful computer organization system.

  1. Write down a list of “master folders.” These folders are the those at the top of the hierarchy.
  • Be sure to include a folder called “unfiled.”
  • Think about the overall categories of your everyday business. For example:
    • Clients
    • Competitors
    • Financials
    • Images
    • Marketing
    • Operating
    • Sales
    • Standard Operating Procedures (SOP)
  • For personal organization, some folders may be:
    • Family
    • Finances
    • Health
    • Housing
    • Pictures
    • Providers

2.       Create a list of potential sub-folders.

  • Subfolders help further organize your master folders. Below are examples of sub-folders within master folders.
  • Business Organization:
    • Clients
      • Active clients
      • Inactive clients
      • Archived clients
    • Financials
      • Banks
      • Accounts Payable
      • Accounts Receivable
      • Invoices
      • Payroll Statements
      • Taxes
    • Sales
      • Campaigns
      • Networking
      • Prospects
      • Templates
  • Personal Organization:
    • Family
    • Sub-folders for each family member to store copies of:
      • Birth certificates
      • Driver’s licenses
      • Passports
    • Finances
      • Banks
      • Budget
      • Credit
      • Taxes
    • Health
      • Dentist
      • Optometrist
      • General medical history

3.       Create your folders!

Find a place on your computer that is easily accessible to store your new folders.

  •       Create all your main folders.
  •       Create only the sub-folders you are sure you will use.
  •       At this point, I find it helpful to have my list of master folders and sub-folders visible.

4.       Move all folders and documents on your computer to the “Unfiled” folder

  • After this is complete, any new documents that are to be entered into your system should be filed under the appropriate folder.

5.       Work folder by folder until your “unfiled” folder is empty

  • Go through all folders and documents and move to the appropriate master or sub-folder.
  • There is no pressure to rush through this part. By having your new filing system separated from your old files, you can easily pick up where you left off.

6.       Maintenance

  • It’s that simple! Now just be sure you don’t slip back to your old ways. A few tips to avoid that are:
    • Every time a piece of paper comes across your desk, either throw it out or put it into a “To Scan” file.
    • Set a calendar reminder and reserve 30 minutes per month to organize your “unfiled” folder.