Organising Information on Our Computers

Posted by Robert Dodds

So, it’s been a while since you last organised your company’s computer files. Although this task will probably not be at the top of your priority list, arranging the files on your PC so they’re easier to find can help your team work more effectively. Clearing out old and unneeded documents will also help to improve the speed of your computers, boosting productivity in the workplace and increasing the life of your systems.

You may not even notice how cluttered and disorganised your PC is. Many workers simply get used to trawling through folders and opening numerous documents before they find what they need. Depending on the current state of your computers, getting organised may seem like a daunting task, but the process doesn’t necessarily have to take all day. Try spreading the task across the team, creating separate components to make it more manageable.

The Easy Way to Tidy Up Your Desktop

Start off simple and get each member of staff to tidy up their desktop. While shortcuts can provide an effective method of opening a file more quickly, a cluttered screen can confuse the mind and look unattractive if you’re working in an open office. You can manually delete desktop icons and transfer documents to a folder. You can also hide icons like the recycle bin, and if you really want a minimalistic screen, you can even hide the task bar.

A good way to quickly access programs is to choose a program launcher tool such as Launcher. If you’re trying to access computer files from a mobile device, you can download apps like QuikIO designed to stream content from a PC or Mac onto your iPad.

Clearing Out Unneeded Files

It happens to everyone. That handy guide or article you thought you’d keep ‘just in case’ is no longer relevant, and over time these documents have built up and started clogging up your database. Firstly, determine which files contain important documents to ensure no one accidently deletes them. This may include tax documents and financial statements, customer contact information or ongoing and unfinished projects. These files should always be backed up using an external hard drive or the cloud. For total peace of mind, you can also outsource your backup and security tasks to an expert IT support team. Providing all maintenance and protecting your files with the industry’s best practice procedures, we can ensure all your important data is kept safe and secure.

Trying to figure out which files are dispensable can sometimes be a tricky task. Check the date that each file was modified; if it hasn’t been used in over a year, you should consider whether it needs updating or deleting.

Multimedia files take up a great deal of space on your computer, so be sure to check all your image, music and video folders and delete any duplicates or files you no longer use. If staff members have any personal files on their computer, encourage them to transfer these onto a USB stick.

De-clutter Your Email Inbox

Everyone’s email inbox becomes cluttered at some point in time. To make tidying up your inbox less of a mammoth task, try and erase junk mail or unneeded internal emails on a daily basis. Using folders and setting up email filters will also help to keep your inbox more organised.

If you’re with Gmail, you can set up a priority inbox. Designed to help with productivity, this automatically files emails for you into important and unimportant folders within your inbox based on the sender or subject line. Make sure you unsubscribe from any newsletters you never have time to read. Programs like Swizzle can help you bulk unsubscribe quickly and easily.

Boomerang (a free plug-in for Firefox and Chrome browsers) allows you to schedule emails which you need to send on a particular date and bring emails back to your inbox, allowing you to reply when it best suits you.

Clear Up Your Internet Files

This may not seem like a necessity, but a well organised browser can help you find sites more easily. Clearing out your cache helps your browser run more quickly and provides better security.

Avoid going bookmark crazy and only save a handful of sites which you use on a regular basis. If you really need to bookmark lots of websites, try using folders to help you access them more easily.

Programs like System Mechanic’s Privacy Cleaner can automatically clear out your browser cache, erasing junk files, cookies and saved passwords.

For further information and more tips on how to keep your computer files organised, safe and secure, contact our friendly expert London IT support team today. We help businesses of all sizes and can take care of all your IT needs.

Topics: Tips & Best Practices

    

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