Optimizing Computer Files for Individual Productivity and Team Performance
Eve Abbott
March 03, 2010
File names are the only part of an e-file an executive or any employee can see to instantly identify a file. When an e-file name labels the contents clearly, it´s easier to access, organize, and archive files quickly—especially when everyone has less brain power left at the end of the day.
Easily Identify Master Files, Drafts and Files
In this ´brain at work´ system, a document name in all capital letters is a MASTER file. If it is a "draft" or incomplete file, use all lower-case letters to instantly tell the file´s condition. Using mixed case indicates a completed file but, not a MASTER nor a draft.Example File Names:
BRAINTEXT.doc (master) or braintext.doc (draft) or BrainText.doc (complete, not a master)
Consistency in naming is critical:
Using dates within file names as well as ´coding´ each file name with the initials of the project or event is easily done as your team create files. When you add "year-month-day" format for file-name dates, this helps keep your files in date order and adds another searchable key piece of information. Type in the file´s ´creation date´ then, change it later to the ´filed´ or ´completed´ date.
Refrain from using asterisks ( * ) or a slash ( / ) in folder or file names because your computer reads these as command characters and gets "confused". Take my word for it—I discovered this the frustrating way.
Can everyone on your team recognize any e-file instantly?
Adding brain-based intelligence to any kind of file is easy to do with documents, spreadsheets, and PowerPoint. When naming any file, taking 30 seconds to insert ´naming intelligence´ will pay off in time and error savings from then on for everyone who handles or simply receives that file.
Plus, it makes any file a fast ´Search´ away. Search In Outlook: Explore; Search; All Files and Documents; type in file code name or date; hit enter and VOILA!
Code any associated file with a particular client´s (or products) initials. Start every file name with the initials of the client and end it with the date created. Example File Name: ELA-C-4StBldg-101122.doc Intelligence: Eve L Abbott, Contract, Fourth Street Building, Nov 22, 2010
If numbers are easier for you to track, substitute your client number or ´address´ number for the initials. File Name Number Example: 4356-C-4thStBldg-101122.doc
Intelligence: 4356, Contract, Fourth Street Building, November 22, 2010
If names are better memory triggers for you, use the client´s last name and first initial to begin your file name. File Name Example: Abbott-E-C-4thStBldg-101122.doc
Alternatively, when a last name and first name intitial are duplicated, add one more letter from the first name. First Name Expansion Example: Abbott-Ev-C-Airport-101122.doc
Save both you and your colleagues´ time by utilizing my ´brain at work´ e-file management system throughout your enterprise.
Businesses that develop protocols for e-filing remove one more obstacle to every team member´s excellent productivity. Remember, before you buy expensive file management software, file-naming protocols are crucial to success with those applications, too!
Excerpts from "A Brain New Way to Work: Using your brain at work for better results with less stress." Copyright 2010 Eve Abbott All rights reserved
Easily Identify Master Files, Drafts and Files
In this ´brain at work´ system, a document name in all capital letters is a MASTER file. If it is a "draft" or incomplete file, use all lower-case letters to instantly tell the file´s condition. Using mixed case indicates a completed file but, not a MASTER nor a draft.Example File Names:
BRAINTEXT.doc (master) or braintext.doc (draft) or BrainText.doc (complete, not a master)
Consistency in naming is critical:
Using dates within file names as well as ´coding´ each file name with the initials of the project or event is easily done as your team create files. When you add "year-month-day" format for file-name dates, this helps keep your files in date order and adds another searchable key piece of information. Type in the file´s ´creation date´ then, change it later to the ´filed´ or ´completed´ date.
Refrain from using asterisks ( * ) or a slash ( / ) in folder or file names because your computer reads these as command characters and gets "confused". Take my word for it—I discovered this the frustrating way.
Can everyone on your team recognize any e-file instantly?
Adding brain-based intelligence to any kind of file is easy to do with documents, spreadsheets, and PowerPoint. When naming any file, taking 30 seconds to insert ´naming intelligence´ will pay off in time and error savings from then on for everyone who handles or simply receives that file.
Plus, it makes any file a fast ´Search´ away. Search In Outlook: Explore; Search; All Files and Documents; type in file code name or date; hit enter and VOILA!
Code any associated file with a particular client´s (or products) initials. Start every file name with the initials of the client and end it with the date created. Example File Name: ELA-C-4StBldg-101122.doc Intelligence: Eve L Abbott, Contract, Fourth Street Building, Nov 22, 2010
If numbers are easier for you to track, substitute your client number or ´address´ number for the initials. File Name Number Example: 4356-C-4thStBldg-101122.doc
Intelligence: 4356, Contract, Fourth Street Building, November 22, 2010
If names are better memory triggers for you, use the client´s last name and first initial to begin your file name. File Name Example: Abbott-E-C-4thStBldg-101122.doc
Alternatively, when a last name and first name intitial are duplicated, add one more letter from the first name. First Name Expansion Example: Abbott-Ev-C-Airport-101122.doc
Save both you and your colleagues´ time by utilizing my ´brain at work´ e-file management system throughout your enterprise.
Businesses that develop protocols for e-filing remove one more obstacle to every team member´s excellent productivity. Remember, before you buy expensive file management software, file-naming protocols are crucial to success with those applications, too!
Excerpts from "A Brain New Way to Work: Using your brain at work for better results with less stress." Copyright 2010 Eve Abbott All rights reserved
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