5 tips for organising and structuring files and folders

Sound document management is essential for boosting productivity and operational speed. Finding a document can become a real challenge, especially when there is no clear organisational structure in place.

Here are 5 practical tips to improve the way you organise your folders and files, for a leaner workflow.

1. Simple, intuitive structure

Build a clear, consistent folder structure based on criteria such as projects, departments or functions: it will help you navigate quickly and find documents without confusion.

2. Files and folders with consistent names

Define a naming standard for your items: a uniform format that includes key elements such as the date and the name of the project or client.

3. Specific names — not too long

Avoid generic or overly long names. “Contract 1” is not a name that conveys useful information. Use descriptive names instead, with the essential details needed to grasp the content at a glance. Steer clear of special characters.

4. Archive folders

Wrapped up a project? Move it to an “Archive” folder to keep your workspace clean and reduce visual clutter.

5. Reviews and updates

Audit your folder structure regularly to weed out duplicates and obsolete files.

What if it is the client uploading files in a messy way?

In that case you can rely on guided upload flows for documentation: ask for a guided upload of any document set and receive files and folders in a structured, organised way, in line with your requirements.

Request a free demo and discover the Upload Flows.