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Table of Contents
Are your files all over the place? Do you want a simple method to organize your files? We’ll dive into Tiago Forte’s simple PARA Method. Do you struggle with naming your files? In this video, I will give you a guide to naming your files so you don’t have to worry about it.
In episode 087 of the TBM Show, Paul Dittus delves into the art of file naming and organization, transforming your digital clutter into a streamlined, efficient system. If you’ve ever felt overwhelmed by files scattered across your desktop or buried in your downloads folder, this episode is your roadmap to a more organized digital life. Paul offers actionable tips and tested methods for structuring both your files and folders, utilizing best practices for naming conventions and modifying structures to suit your specific needs. Tune in to learn how a little organization can make a world of difference in your daily productivity.
Episode Overview:
– Introduction to the importance of file organization
– Best practices for naming files and using dates versus keywords
– Guidelines for structuring folders from general to specific
– How to use modifiers and special characters to maintain order
– Exploring Tiago Forte’s PARA method for organizing tasks and files
– Practical examples and templates for business, YouTube, and podcast file management
5 Key Lessons:
1. Effective File Naming Conventions:
Learn the importance of using the international standard date format (year-month-date) and clear, concise keywords to ensure your files are easy to identify and search.
2. Folder Structure Best Practices:
Organize your folders in a hierarchy from general to specific. Start with broad categories like the year or project name, and narrow down as needed (e.g., raw photos, exports).
3. Using Modifiers Wisely:
Incorporate modifiers like version numbers (e.g., V01), intended audience names, or creator initials to differentiate files while maintaining their order.
4. Avoiding Special Characters:
Stick to underscores, dashes, or hyphens to avoid compatibility issues across different operating systems and to make future migrations smoother.
5. Utilizing the PARA Method:
Adopt Tiago Forte’s PARA method (Projects, Areas, Resources, Archive) to keep your files and tasks organized from most actionable to least actionable. Customize this framework to best fit your needs.
➡️ Resources
– YOUTUBE Tiago Forte
– BOOK Tiago Forte PARA Method Tiago Forte (paid link)
– BOOK Building A Second Brain Tiago Forte (paid link)
– Want to learn how I backup my files? Check out my guide here.
As an Amazon Associate I earn from qualifying purchases.
Mastering File Organization: A Guide to Naming and Structuring Your Digital Files
Streamline Your Digital Life with an Effective File System
In the digital age, managing your files efficiently is essential to maintaining productivity and sanity. It’s too easy to let documents pile up in your desktop or downloads folder, only to find yourself lost in a chaos of cryptic filenames and disorganized files. Don’t worry—today we’ll save the day with practical advice on file naming and organization. This blog post lays out a step-by-step guide to mastering file management.
Effective File Naming Conventions
Prioritize Dates or Keywords
One of the first things I suggest is deciding whether the date or a keyword should be the primary identifying feature of your filenames. For projects that evolve over time or for collections of files with a similar theme, the date can be an invaluable anchor.
For instance, following the international standard date format (YYYY-MM-DD) ensures your files are organized chronologically and logically. It’s usually better to include dashes (e.g., 2023-10-06) for visual clarity, although you can omit them for simplicity.
If the project is more keyword-driven, you can lead with a pertinent keyword, followed by the date. This helps in quickly identifying the type of file before considering its timestamp.
Use Short and Descriptive Keywords
I advise keeping the keywords brief but descriptive enough to identify the file’s content without ambiguity. For creative projects, you might start broadly and get more specific: Year > Project > Department/Subject Matter. This hierarchical approach ensures that you can drill down into specifics from general categories.
Employing Modifiers
Modifiers add another layer of specificity. For example, appending v01, v02, etc., helps you manage different versions of a file effectively. Including initials, team names, or department tags (like “Marketing”) can also clarify who created or owns the document. I recommends always using double digits for version numbers (e.g., v01, v02) to avoid confusion once you exceed nine iterations.
General Folder Structure
The Hierarchical Approach
A well-thought-out folder structure is essential. The best approach is to go from general to specific. Start with an overarching folder such as the year, then break it down into projects, and within those, into specialized sub-folders. For instance, if you’re engaged in a creative project, you could have:
- 2024
- Project Name
- Photos
- Raw
- Edited
- Documents
- Video
- Photos
- Project Name
Inspiration from Experts
Peter McKinnon suggests an even more detailed approach for photography projects. For example, including camera names before differentiating between photo and video files ensures even deeper organization without sacrificing clarity.
- 2024
- Austria
- December 3rd
- Camera 1
- Video
- Photos
- RAW
- Full Size
- Final Edits
- Camera 1
- December 3rd
- Austria
Avoid Special Characters
I caution against using special characters in filenames because they can create compatibility issues, especially if files are transferred across different operating systems. Stick to underscores, dashes, and hyphens for spaces.
Special Considerations for Web Assets
Web-Friendly Naming
When dealing with web assets, it’s best to avoid spaces and uppercase letters. I recommend using dashes to separate words (e.g., youtube-thumbnail.png) and keeping the filename simple yet descriptive.
The PARA Method for File Structuring
Developed by Tiago Forte, the PARA method is another efficient way to organize files, focusing on projects, areas, resources, and archive. Here’s how I would break it down:
- 01 Projects: Files with a specific deadline, such as a chapter you’re writing or remodeling project plans.
- 02 Areas: Ongoing areas of responsibility or interest, like your family or podcast episodes.
- 03 Resources: Reference materials such as PDFs, articles, or research documents.
- 04 Archive: Items no longer active but worth keeping for future reference or compliance.
Practical Examples from Different Domains
- Business Files: Maintain a “file cabinet” structure with layers like “2024 Expenses” broken down into receipts with clear identifiers.
- Business Files
- _assets
- Business Documents
- Logo
- Business Files
- 2024
- 2024 Expenses
- 2024-07-30_Amazon_Tripod_Order Number.pdf
- 2024 Invoices
- 2024-07-23_Client Name_Project.pdf
- 2024 Business Docs
- 2024-07-23_Who Is It From_State Tax Return.pdf
- 2024 Expenses
- 2024
- _assets
- Business Files
- YouTube Content: Have separate folders for different video projects, employing the same hierarchical naming conventions and asset management as discussed.
- YouTube
- _assets
- GFX
- SFX
- Graphics
- 2024-07-30_Camera Review
- 01 Project Files
- 02 Media
- 03 Audio
- 04 GFX
- _EXPORTS
- _assets
- YouTube
- Podcast Episodes: Simple and effective structures with folders for project files, media, and exports, ensuring you know what’s published and what’s not.
- TBM Show
- _assets
- SFX
- GFX
- Graphics
- TBM_EP 0TT
- TBM_EP 087
- Project Files
- Media
- Exports
- TBM_Shorts
- 2024-07-25_Name.mp4
- Published
- _assets
- TBM Show
Conclusion
By adhering to these strategies, you’ll find that organizing your digital files becomes a straightforward task rather than a dreaded chore. Remember, the key is consistency. Whether you’re working on creative projects, managing business documents, or uploading web assets, structured and standardized file naming and folder systems will save you time and stress in the long run.
How do you organize your files? Have you adopted a different system that works wonders for you? Share your thoughts and tips with us. And as always, smash that subscribe button and follow for more insightful content. Stay organized, stay productive, and stay messy!
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This is episode 87 of The Beautiful Mess Show podcast.
Hosted by Paul Dittus
