With many physical files and documents shifting to cloud solutions, it can easily become hard to find what you need amongst all the clutter. Fortunately, there are lots of cloud organization tips that can help keep your cloud neat and tidy.
When you’re working with a team, it can be difficult to sort through everything, especially when each person has their own unique system for naming and organizing files. Disorganization can not only be frustrating but can also cut into valuable time that could be spent elsewhere.
With more offices transitioning to remote or hybrid work, you can’t always rely on face-to-face interactions to find what you need, so it’s crucial to have a system that’s accessible and easy to use for everyone.
Use these cloud organization tips so your work files don’t get lost in the shuffle and your storage doesn’t overflow.
Consistent Naming Style for Folders
It can be cumbersome trying to figure out the different naming structures that each team member chooses. Person A may title based on project, date and client, while person B may simply number their files.
Having a consistent style across the board will eliminate any confusion, while also creating a better flow for efficiency.
One example is to title folders based on department and then sort the projects into subfolders. Just be sure everyone knows the naming structure so they can easily add their information and find it on their own.
Take time to decide what works best for your business and find ways to implement it.
Regularly “Declutter” Files
If your desk had piles and piles of unsorted documents, it would be overwhelming and difficult to find what you needed. The same logic applies to your business’s cloud.
There may be old documents that are no longer in use that should be archived or accidental duplicates that need deleting. Regularly scheduling time to go through and sort these files will help clear up your storage, particularly for future projects and important documents.
However, you should always double-check before deleting something. You never know when you’ll need to circle back on a report or information that a client may lose, so having that on hand will be beneficial.
Determine what needs archiving and what should be moved to the trash.
Ensure Files Go to the Right Place
Sometimes, we place a document in the wrong folder by accident or because there is difficulty deciding where it should go. This causes issues for anyone who may try to find it afterward.
This problem can usually be solved by taking a little extra time to navigate where a file should go, rather than placing it in what seems like the most convenient spot.
Don’t let the system become unmanageable because too many people were hasty in adding their files. Make certain that the organizational system is truly working for everyone and that it isn’t causing unintentional trouble.
Then, reiterate to your team how important it is to take the time to place files where they belong, rather than the first place they see.
Organize Your Information
Though you’re sharing information on a cloud, it’s vital to make sure your own desktop is organized. Your own disorganization can be a hindrance, making it difficult to determine where things should be going in the shared storage.
Take a look at your work and see what should be rearranged or tagged.
There may be files you need that others in your organization won’t, but you may also find important resources that will help on a certain project. Figure out what needs to be shared and what is pertinent to your own work; this will assist in clearing up your own workspace.
Don’t Clutter Your Folders
It’s important to place necessary documents where they belong. While there may be a folder for general information, this can quickly become a junkyard of forgotten files. Organize your folders and subfolders so that they are all easy to access, and determine which information needs a new folder.
To decrease clutter, make a rule that each folder should have a certain number of files. Creating new folders when they’re not necessary will only confuse coworkers.
Have helpful limits in place so that no folder has too few or too many documents.
Assign Someone as Storage Administrator
It may be too much to expect everyone to do their work on top of cloud organization. Having someone to act as storage administrator may be helpful in this case, so they can organize and effectively file documents.
Assigning a person whose work is dedicated to this task alone can ensure a smoother system so that everyone else can easily navigate it and complete their projects. Plus, a storage administrator can implement better practices and help train others on them, so that productivity never takes a hit by too many people trying to organize the cloud files themselves.
Color Code or Tag Folders
Just like Post-it notes and highlighters help to systemize physical files, color coding and tagging cloud files will help with organization. Many cloud storage options allow for different colors and tags to be implemented, just make sure you’re notifying your staff what the system means. It’s no use to have certain files color-coded purple when coworkers don’t know that that means those files are urgent.
While there’s no hard and fast rule for what each color should stand for, make sure everyone is aware of the colors and their meanings. Having a color-coded system can boost productivity since people aren’t spending more time searching for certain folders.
Tagging is also a great way to further differentiate files from one another and organize them more clearly.
Streamline Your Cloud to Maximize Efficiency
A messy workspace, whether it’s physical or digital, can cause headaches in a busy workday. That’s why it’s key to keep your cloud organized so it functions most effectively for your workload. Running the IT side of your organization shouldn’t be a hassle, which is why Internos Group aims to take that task off your hands.
Turn to us for a business technology partner to aid in your workflow and prevent system slowdowns. Book a meeting now to explore cloud solutions that supercharge efficiency and productivity.
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