SYS 061: Productivity Hack : Organize For Sharing Not Searching

Organizing your files and folders for easy access is essential for time saving and ease of operation. Steve has some advice on how to not disappear into a cloud of data chaos and increase your productivity by rethinking and modernizing the way you store your files.   KEY TAKEAWAYS    Grouping can be cumbersome due to the ambiguity of classing files by specific criteria. Labelling things to make them easy to find by file name has been superseded by advanced search tools like google. Think in terms of a role based organisation which involves giving the right access to files and passwords relevant to their work. Department managers will need complete access to files, videos, apps and all data relevant to their role.  This results in only a small number of parent folders within your organisation per department with subfolders divided by permitted access depending on sub-roles within said departments.  Prefix your files with a standardised department based label. You can then search within files with that department prefix for relevant keywords.   BEST MOMENTS    ‘This is something that I struggled with for many years. I tried loads of different variations of ideas that I read about. Should it be done by department? Should we be doing it by role? How granular should you go? How many different folders should you have?’   ‘How do I delegate stuff easily? Ultimately that’s what your business should be about.’   ‘Stop trying to organize things for the finding of it and instead think how can I organize it so its easy for me to share. That’s really the big take home from this’   VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/  Website: https://systemsandoutsourcing.com/welcome-1  YouTube: https://www.youtube.com/c/drsteveday    The RIGHT Assistants For Your Business by Dr Steve Day  http://bit.ly/sys-10   ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.