By Peter Kamuri
Today, most companies in Kenya use of computers at the office to make work easier and faster. However, their use can cause frustrations and stress if you fail to manage your files well.
Have you ever searched frantically for an important file or folder in your computer without success, only to find it far much later when the deadline has passed?
Just in the same way it is difficult to locate an item in a disorganised drawer, its hard to find files and folders in a computer are not arranged properly.
And when you fail to locate files and folders you have saved in your computer easily, you are likely to spend more time trying to trace them and therefore you will be less productive.
Nature of work
So what can you do to ensure that you manage your computer files more effectively?
Start by devising a clear way of naming your files. Give them unique names relevant to the content. Most computer applications give hints on a suitable logical name, mostly related to the title or introduction of the document.
A proper name will tell you what the file contains without you having to open it and find out. For instance, if the document is a record of meeting proceeding, you may call it something like ‘meeting 19-02-10.’
Ensure you have a plan to follow when creating folders to hold your files and documents. You know best the nature of your work and may need to create folders for the various types of work that you do – meetings, finances, utilities, clients, budgeting etc.
Always remember that the best time to file a document is when you first create it.
Delete files you no longer need before they get out of control. You can achieve this by occasionally going through your files and noting those you no longer need or haven’t used recently.
