Organize All Your Files & Folders in 3 Clicks or Less!
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- เผยแพร่เมื่อ 24 ก.ค. 2023
- Is file and folder management driving you crazy? Do you wish you could organize your folder system so you can find your files faster and spend less time searching? In this video, Scott Friesen shows you 2 simple folder methods you can use right away that will guarantee you find the files you're looking for in 3 clicks or less.
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Scott has spent over a decade helping people to simplify their technology so they can be more productive and enjoy less stress. It’s his mission to help small business owners get the most out of their software and their workday.
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Real life scenarios and work are much more complex, dynamic, etc...and although one may start off with a structure like the ones you mention, over time it's not possible to stick to this as workflow, workload, requirements, the need to track things from multiple perspectives, branches, etc become much more complex and demanding resulting in a maze of files and folders.
I would argue that we (the owners of the folders) get to decide how complex we want our systems to be. I've been using the ABC Method for 10+ years in a real-world business.
Very useful video. Integrating it with the PARA ( Projects, Areas, Resources, Archives) system suggested by Tiago Forte in his book " Building a Second Brain" will take productivity to another level, merging work and organising seamlessly
I'm so glad that you mentioned the PARA method. Yes, the combination can make organizing and managing your thoughts and ideas so much easier!
Para+😅digm
I use a colorization method to keep my files in order. I use red for important files, green for personal files, and so on. I create folders using a free tool called Folder Marker Free, and then I can sort and filter the folders by color. This speeds up my file search significantly.
Thanks for sharing!
You suggested the ABC method earlier. Since then I use it and I'm happy with it. Before that my structure was like a mess, now I find every file within a few seconds. Thank you for that advice.
You are most welcome, Christian. I've been receiving similar comments from long-time subscribers like your self this week. So glad to hear that the ABC method is working well for you!
I had never considered (or heard) about the ABC method but I am intrigued.
It certainly is worth trying out. Let us know if you have any additional questions!
Thank you for this insightful video. Love it
You are so welcome! Thanks for sharing your comments.
Good explanation.
6:25 ABC method for Folder Structure-> it like a library for folders
I think that's very well put. Thanks for sharing!
20 years ago explorer had a much better search function as now. Nowadays it is hard to find anything with it.
Very interesting…good video as usual… I’ll have to think about the ABC method…I have been doing the PARA method…..❤
The PARA method can be a great way to process your ideas (actionable or in progress work). The ABC Method is great for reference and finding things fast.
Thanks
You're welcome!
You're very lucky if this simplified system works for you. My work is much, much more complex, including CAD, spreadsheets, Word docs, graphics files and other stuff. About 50K files.
This is great- my Google Drive is a decade of chaos!! I need advice on storing references for active projects that I also want to store logically for long term. Tips??
So glad that you found this video when you did! As for your question, features such as adding Stars or Shortcuts to a file/folder can highlight active projects.
A lot of this is because Drive has an antiquated interface. There should be a tree view pane on the left, letting you go to any level with 1 click. I'm looking for a tree view client for Drive. I've found one in development as a browser plugin.
Hey! Would it be alright to share the tree view client you have found, although it is still in development? Thanks a lot!
For the abc method, what should we do if the file or folder we are looking for can be called 2-3 different things? How do we know where to look next time?
Here's an example: If I want to create a folder for my math class (named "algebra and trigonometry") I could have 3 possibilities: "Maths", "Algebra", and "Trigonometry". How can I be sure that I am looking at the right place next time I am looking for a file or folder?
I can't guarantee that you'll think of the exact right folder the first time. But often our first impression or 'gut feeling' when creating a new folder will be the same when coming back to it. Of course, feel free to change, merge, or add folders if you need to as you go forward.
ah I love a sub folder! I organise my files to within an inch of their lives!🤣 I think I'll give the ACPT method or go, or at least something similar. For work I tent to organise top level by year and 'archive' the previous year, perhaps not the best approach?
Thanks so much for your comment. And all the best with your new method. Organizing by year can be helpful. However, I imagine that there are a number of files or folders that span more than just that year?
@@Simpletivity I guess but I try to start each year afresh :) I also love a shortcut! :D
Perhaps a stupid question but how do you, for example, file your bills? In F for Finance or just B for Bills? And do you put every single bill into the same folder?
Great question. And it really comes down to personal preference (that's what's so great about this system). Personally, I would use B for Bills since it's a little more specific than Finance which could cover a lot of items.
@@Simpletivity Okay thank you 😀
I'm guessing in how to visualize the spreadsheets I've shared to other people on Google Drive... can you please help me out?
I'm not sure I understand your question. Can you please provide more details?
Thankfully not another PARA video. I'm sick of seeing that method everywhere and refreshing to see there are better alternatives. I like how your brain works. Please keep it ticking.
I really appreciate your feedback. While the PARA method has it's benefits, it certainly isn't for everyone.
I have grown to hate the entire concept of folders. It's an idea stemming from the ancient age of the filing cabinet.
There ought to be a better system, one that's not impossible to learn after you have gotten used to folders.
It is an obstacle in the human mindset, that we tend to view digital files and data as unique physical objects that are stored in a certain place.
If you get documents which touch multiple subjects of somewhat equal importance, like a bill for a car part, in which folder do you put it to reliably find it years later? In the folder that contains your financial information or the one that contains everything concerning your car?
The solution seems to be a system using labels, but it needs powerful search and filter functions in order to work and also has to be simple so it doesn't overwhelm the user with options.
Too bad there don't seem to be any solutions like that if you want to keep using Windows and have access to your files locally.
Microsoft simply is still stuck in the stone age of software...
The Calibre e-book manager is a good example of how something like this could look, but it's only concerned with one type of content and is not that great in usability and customizability for the end user.
Really appreciate you sharing your feedback. Thanks!
Good effort attacking the routing problem,
but your suggestion is wrong in my opinion (although it does contain truths).
Because you add "3" as an arbitrary input to your system,
- ppl don't agree it should be "3" - so when sharing, you have a problem.
- and every meaningful value that was shortened to "3" will loose it's meaning.
Maybe consider a parallel folder tree with links.
To separate current important views from the scope of your data.
Pathways are valuable, but one should map them to more than a list on a page.
And pathways that cross work spaces should not become a routine.
lastly I suggest grouping all data firstly within a "situation tree" or "work spaces tree" - so
you first navigate to the desired work space, and manage the data in an object-tree parallel to a current-usage-tree relevant to the work space. if you are a programmer or want statistics, add a third parallel tree for "object types".
I hope commercials and notifications will become optional! (including mid-messages outside the scope of the title)
My attention span is becoming garbage.
Thanks so much for sharing your opinion!
*_Who knows, AI might be able to organize our files and folders in the future. This includes renaming, arranging by name or date or file type, etc._*
It's true, this could be the future and a number of apps are starting to apply this type of AI within their tools.
The problem with ABC is that many people don't speak only one language
1st comment.
Both suggestions are garbage.
No way to have only 3 clicks to your files via the first route if you're really running a business and not hust pretending - unless you leave everything in one giant folder for each customer: [clients] [client name] [EVERYTHING TO DO WITH THAT CLIENT] just doesn't work.
And ABC is nonsense too - for example, you're supposed to remember if you've put something in B for Banking or F for Financial every time?
I think the author is saying it's three clicks to find the files you're looking for, not three clicks to open the file. He describes the first method as three levels, the third level consisting of sub-topic folders for (in the case of clients) things like Ad Campaigns, Invoices and Meeting Notes. So he agrees with you that one giant folder won't work. Regarding the ABC method, he says that if you forget if it's B for Banking or F for Financial, it doesn't matter if you get it wrong, as the structure makes it really fast to click back onto the right one.
You name things in such a way as to have a sensible hierarchy so financial would include banking but not visa versa. And when you name something if the name has more than one descriptor and both are valid use an alphabetically ranked title so you’d use an a before a d descriptor but put both in potentially. If u must, but less is more. It’s just a helpful guide.
Sucks