Organizing Shared Files

Organizing shared files across an organization can be difficult and frustrating. Countless hours can be wasted searching and hunting the shared directory. Often times we make duplicate files and save them throughout the directory structure in hopes of making it easier to find next time, but creating a bigger problem of which file is the updated one.

Here is a simple method for organizing your file structure that works.

We believe every organization is structured into 8 major processes. Because of this, we believe that structuring your files in relationship to these processes will help everyone stay organized and make more sense. We recommend creating 8 top level folders. Below each name is an example of files that would be stored in that folder.

  • accounting

    • Financial, AR, AP, Receipts, Invoices, Expenses, Scorecards, Scoreboards

  • customer Experience

    • Follow up, quality assurance

  • HEALTH RISK

    • Legal agreements, Insurance, Safety, Human Resources

  • leadership

    • Annual and Quarterly goals, planning, Vision, Values and Purpose

  • Marketing

    • Images, Advertising, Signs, Fonts, Newsletters, Brochures, Calendars…

  • Operations

    • All things related to delivery of service or products, client folders active and former.

  • sales

    • Quotes, processes

  • Technology

    • Research and Development, Process documentation, Internal projects

Give it a try. You will be amazed at how this simple trick will increase your company efficiency and cooperation. Finding lost files will be reduced tremendously and everyone will be much happier.


 
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Marc DionComment