If you run a business, chances are your team is constantly working together on various documents, spreadsheets, and projects. While cloud-sharing software has made collaboration more accessible than ever, good file organisation practices are still necessary to keep things running smoothly. Keeping your files tidy and well structured can prevent confusion, save time, and boost productivity across your team.
Here are some simple yet effective practices you can implement to make file sharing in your business a breeze.
Clear File Naming Conventions
One big cause of confusion with shared files is inconsistent or unclear file names. To avoid this, start with a system that is easy to follow.
Using the YYYYMMDD (year, month, day) format for dates in your file names is a simple and effective solution. This sorts the files in chronological order and ensures that documents naturally line up from oldest to newest without any extra effort.
Another significant advantage is avoiding date-format confusion between different countries. In the US, for example, dates are often written as MMDDYYYY (month, day, year), while other countries use DDMMYYYY (day, month, year). Using the YYYYMMDD format is a universal solution that all countries can easily understand.
For example, a file that might have been named “monthly-report.docx”, should be: 20241123-Monthly-Report.docx
This avoids potential mix-ups and makes your file naming more straightforward for everyone.
With this method, you instantly know when the document was created and its purpose, making it much easier for everyone to locate the correct file, especially when collaborating internationally.
Use Logical Folder Structures
A clear and logical folder structure is as important as naming your files. Try organizing files based on how your business operates. A common method is to use folders for each client or project and then break them down further by time periods, such as months or quarters. This structure makes it easier for anyone in your business to find what they need quickly.
For example, your folder system could look something like this:
Clients > ClientA > 2024 > November > 20241123_MeetingNotes.doc
This setup lets you know exactly where each document belongs and can locate any file with minimal effort. Plus, everyone on your team can follow the same structure, eliminating unnecessary back-and-forth between people.
Share Files on a Cloud Platform, Not Through Email
We have all been there: emailing a document back and forth and losing track of the most up-to-date version. This method inefficient and also increases the chances of confusion and errors. Instead of relying on emails, consider moving all collaborative files to a shared cloud platform.
Platforms such as SharePoint or Google Drive allow your team to work on the same document simultaneously. This way, changes are automatically synced, and there is no need to keep track of multiple version as everyone always has access to the latest version and collaboration becomes seamless.
Avoid Using Personal Cloud Storage for Business Files
Using your personal OneDrive or Google Drive to store and share business files can create problems. When files are kept in personal cloud storage, they are not easily accessible to other users. Plus, personal accounts tend to have less control over file organisation and security for multiple users, which can lead to more confusion and lost documents. If a person leaves, that account (along with any associated data) may also be deleted.
For business purposes, storing files in a dedicated, team-accessible cloud location such as SharePoint or Google Drive for Business is always better. This ensures everyone who needs access to files can find them and the documents are part of your company’s controlled system. You are protecting your files and keeping everything centrally organised for your team.
Need Help Implementing These Practices?
Setting up a cloud-sharing solution that works for your business can be tricky, especially when it comes to organising files and ensuring everyone is on the same page. If your team is struggling with file management or collaboration tools, we can help.
As a managed service provider, we specialize in making sure your business runs smoothly, including the use of cloud collaboration solutions such as SharePoint or Google Drive.
If you would like support organising your files or setting up a better system for sharing, reach out to us. We will help you build a setup that works for your entire team so you can get back to focusing on your business.
Contact us today for a no obligation chat on how we can improve your business efficiency through IT.