What to do before you reorganize your files

Determine your reorganization goals

Before you start moving files around, take some time to create a plan that will meet your goals, and use a reorganization checklist to stay organized and focused.

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What are you trying to achieve with the reorganization? Are you trying to make it easier to find specific files or to free up space on your computer? Are there specific projects or categories that you want easier access to? Knowing your goals can help you create a plan and prioritize your efforts.

Back up your data

Before making any changes, it’s important to create a backup of your files in case anything goes wrong. You can either copy your files to an external hard drive or use a cloud-based backup service like Microsoft OneDrive.

Create a reorganization checklist

The first step in any reorganization project is to create a checklist. Start by listing all the files and folders that need to be moved, renamed, or deleted. If you have a lot of files, it may be helpful to break the list down into smaller, more manageable chunks.

Once you have your list, prioritize your tasks based on what’s most important to you. Do you need to free up space on your computer? Are you trying to make it easier to find specific files? Your checklist should involve creating a detailed list of steps to follow or simply setting aside a specific block of time.

Structure your folders for clarity

One of the keys to a successful file organization system is creating a folder structure that’s intuitive and easy to navigate. This could involve creating new folders, re-naming files, or adopting a new naming convention. Consider organizing your files by project, client, or type—for example, you could have separate folders for your work files, personal files, and photos.

It’s also important to give your folders clear and descriptive names. Avoid using vague or generic names like “Documents” or “Pictures.” Instead, use names that clearly describe the contents of the folder, like “2019 Vacation Photos” or “Q3 Sales Reports.”

Reorganizing your digital files can be a daunting task, but with the right plan and checklist, it doesn’t have to be. By taking these steps before reorganizing your files, you can ensure a smoother and more effective process.