QUESTION: Paper Clip Day - How do you keep your files organised?

I use traditional techniques (filing cabinets and paper clips!).

However, I am now going more digital and encouraging myself to keep things backed-up on the web to be 100% safe. Google doc is a great app and it has transformed the way I produce documents! I also like emailing my work to myself and organising it in corresponding folders.

@EmilyMockett and @CoherentCreativ how do you organise your files? 

Hi Jessica, 

Google Drive is my go to! I store all my important documents, templates and media within this. Even better - its completely free (to a certain storage space limit). 

In regards to emails I create sub folders for a lot of things. I have all my clients organised in folders within Office 365 in alphabetical order. 

As an office we also use Acuity to book in client meetings. This integrates with Office 365 meaning seamless organisation of the office and its meeting room availability and other staff members. Acuity also allows us to send a link to our clients so they can choose a day that is best for them to come in for a meeting based on our availability.

Saying this, I do also like to keep a hard copy diary on my desk which I scribbles notes, to do lists and reminders for myself on a daily basis! 

As a firm we use Virtual Cabinet to store all of our documentation. It also allows us to be able to view emails sent by other members of staff to clients so in their absence we can pick up where they left off. 

Kind Regards,

Emily

Wow, @EmilyMockett your organisation is amazing! Some great tips too.

Subfolders in your emails is a great idea, I will definitely have to try that one.

Have you always been this organised regarding your work? And have you always used online apps? I think for some people, transferring their work to the 'digital world' can be daunting and seem like a time-wasting activity. However, it offers many benefits. 

I like using online apps to back-up my documents too! Better to be safe than sorry.

Hi Jessica,

Subfolders are my favourite!

I do tend to be very organised. I do not like the embarrassment of forgetting something. I am very forgetful so if I am not organised and write things down this would be one of my weakness. This is how I combat it. 

A lot of people find the digital world daunting. Part of my job is to encourage people and outline to them the benefits of storing things in different ways. 

Kind Regards,

Emily

Yes, I am the same! I have always been super organised to ensure I am stress-free as much as possible. 

Do you use any mobile phone apps for organising? To-do list apps? I have been told that various apps for to-do lists are great. However, I am a creature of habit and love the written hard copy form. 

Hi Jessica,

I sometimes use my reminders on my phone (again, as I am so forgetful) for important things that I need to remember to do on a certain day etc. however I am very much like you in the fact that I love having a hand written to do list on my desk at all times to keep track of my progress.

Emily

Hi @EmilyMockett, 

Yes, hand-written copies are always a must!

I have created a list of tasks that I must do every day. Usually, on my to-do list, I even add little tasks which I KNOW I will remember to-do but they're great to tick off and make me feel more productive. Even if that means adding other errands on the to-do list... As an example: 'food shopping, personal admin' etc :) !

How do you prioritise tasks? Do you do the easier ones first or leave them until the end?

Hi Jessica,

I constantly have a to do list on my desk always adding things to it as the day goes on. I have to write everything down even if it is the simplest of tasks as I can be very forgetful (it has always been one of my downfalls!). 

It reassures me to know that I won't forget anything once it is written on my to do list. I normally prioritize in relation to deadlines. Within the accountancy world, if you miss a deadline (e.g. a VAT return) the fines can be expensive! I am like you though and I do like to add easier tasks onto the list to motivate myself to get going with the harder tasks that I tend to put off!

Kind Regards,

Emily

Hi, @EmilyMockett! 

Yes, a to-do list on the desk is great. Oh, you're not alone on that one! I am the same!

Yes, prioritisation is sometimes difficult but it's changed the way I approach tasks and it ensures everything gets completed to the best standard. I am always realistic about how long things will take to complete, sometimes we can't always complete EVERYTHING in one day.

Great to hear you have a good strategy! I am sure this will inspire others.

ParkwayInc I would love to know how you keep your files organised. Are you digital or do you love to keep everything in a paper format? :)