I had a lot of fun last week in our January Workflow Workshop, drinking coffee and looking at how to simplify the top-level organization in digital (and analog) files to make storing and using the information easier. We looked at a five-file framework to slim down how much stuff is visible when we start digging through our folders and files.

Workshop Highlights:

• Top-heavy files make it hard to find stuff. Aim for 5 top folders (10 being an absolute max) for visual clarity. (open your File Explorer or Google Drive -- if you've got a bunch of different files there, it means you're less likely to be sure where a file goes...and you'll probably dump it somewhere you'll never find it again.)
• Two folders that everyone needs: Reference and Projects. The Reference Folder is the safe place where information can be archived while still useful. Projects are the files you're using right now to keep them at your fingertips. Using these two folders correctly is the secret to keeping the top of your file organization aerodynamic.

• Files that need sorting can be contained in a Project Folder. Most of us are in the process of digitizing paper files or de-junking messy drives filled with information from old computers. Reclaim visual clarity by making a folder titled "Sort Old Files" and drag the mishmash content into there. Then chip away at organizing it one file at a time when time allows. (I call my project folder "Conquer the Slush" to make it more fun.)
• Synchronize your folder organization between digital and paper systems. Most of us who still use paper files do it for our Reference folders. Only create the paper files you need, but organize them in the same way that you would if they were digital. Alphabetize files for order, but reduce unnecessary files by not creating a folder for each letter of the alphabet. Just create files named based on contents and store them in alphabetical order.
• The right scanning app makes a huge difference. Even though some of us still have paper folders, we all seemed to be moving toward digital. This means shifting paper to digital by scanning or data entry. Getting an app that auto-captures and collates multiple-page PDF files drastically reduced friction for my digitization project. Others in the workshop agreed that paying a small one-time fee for a scanning app that does the job well was worth the investment.
• Use a database to capture quotes and ideas for the future. We had several coaches and lifelong learners in the workshop, and one of the toughest pieces of information to store and retrieve were quotes or ideas. A notetaking app or spreadsheet can make the stored quotes more sortable and flexible. It needs to be easy to get a single idea into the system. So use links and shortcuts to put your note-taking app or spreadsheet at your fingertips in your set of files (like putting a shortcut to your quotes database in a project folder if you’re actively working on it or securely in your Learning Reference for long-term access.)