This post contains affiliate links. While clicking and purchasing through these links won’t cost you any extra money, we do earn a commission that is used to keep the site running. Please visit our disclosure policy for more details. Thanks for your support!
If you need an important file, would you be able to locate it? Would you be able to locate it fairly quickly? If you answered no, then Houston we have a problem! It’s time to declutter and organize your business files. Why is this important? I know how you feel. Your mess is yours and you can find anything. However, there will be a time where your messy space will affect your mind.
And you need your mind to run your business. In my personal life, I’ve adapted two models. The first is that if I haven’t used it in 6 months, then it needs to go. The second is that everything needs to have a place. Since it’s been working, I applied it to my business life and the place that needed some care was my digital files in Google Drive.
Start the process by creating an organizational system
Let’s get all of your files into one place. If you are a technology lover like me, you might have things spread all over the place – Dropbox, Evernote, and your computer desktop. I would recommend choosing one place, preferably a cloud storage place so you can access it from multiple devices. Today we are going to focus on Google Drive since most people have Gmail accounts.
Let’s take a look at my business Google Drive account. I’ve placed everything I have into a folder titled “INBOX”. I’m using the term Inbox that I learned from the GTD method by David Allen. Moving forward all documents will go here to be sorted later.
You can do the same. However, everything I talk about here can be changed to fit your needs. After you create a catch-all folder or inbox, it’s time to start creating the folders you will need to hold your business files. The names should be relevant to you and how you do business. So take a look at your files and start thinking of what categories they fall into. You can also create subfolders when needed.
Now it’s time to declutter your business files
Once you have all of the files organized into your main folders, it’s time to declutter or delete what you no longer need. Again, you can create as many subfolders if you wish. Remember this is your organizational system, so do what you like and update/change it whenever you need to.
Did you know that shared files don’t count towards your space quota? It only counts towards the space quota of the owner. However, you may want to save a copy, just in case they delete it in the future.