Second, your IT people back up servers and network drives they DON’T typically back up everyone’s personal computer. Shared cloud storage can be a good option too. You need to make sure you’re saving files on a server, network drive or other shared location. First, other people in your company won’t be able to access those documents.
It’s tempting to just save everything to “My Documents,” but that creates two big problems.
Store documents in a shared location, NOT on your personal computer Here are a few tips and best practices to help you do this: 1. Your ultimate goal is to create a logical hierarchy that gives every file a home, making things easy to find and impossible to lose. Other people may not search for a file the way you do, and you don’t want to frustrate everyone else in your company. Keep in mind that a good file structure should work for everyone in your organization, not just you. If it’s too complicated, it will become a chore to organize, and no one will want to do it. The most effective folders structures are easy to use, so everyone can intuitively find the files they’re looking for. Each business is different, so your file structure should reflect how your specific business and employees work. There is no magical formula for the perfect folder structure. What’s the best way to organize my files? Not only does this reduce frustration, but it also boosts your productivity and efficiency. Like the sections and aisles in a grocery store, an effective file and folder structure helps you keep your documents organized, so you’re not constantly wasting time searching for something when you need it. A disorganized system makes finding anything a challenge.