Cloud storage changed the way we handle documents. It’s that simple.
From 2015 and 2022, the percentage of worldwide corporate data stored in the cloud doubled from 30% to 60%. Most businesses use cloud storage of some type and if not, they soon will.
Unfortunately, like all file storage systems, cloud storage can become one big mess. Files saved in wrong locations, duplicate files, complicated naming systems…all used by multiple people.
It can get a little chaotic. The one system you thought would help keep your practice in order turns into disorganized chaos. This is a problem. You have a hard time finding files and are spending way too much time looking for the documents you need.
Did you know that it’s estimated that 50% of office workers spend more time looking for files than they do actually working.
Think about that for a moment and ask yourself this question: has your practice been suffering from the consequences of a messy cloud storage system?
Getting harder to find the things you need? No worries. Here are some useful tips to help you tame your cloud storage so you can save time and become more productive.
Use a Universal Folder Naming Structure
Start with naming structures and make it universal. If left to chance, there is a very good chance that your employees will create different naming systems based on their personal preferences. One person may name by client name while another chooses to name based on industry.
Different naming structures create confusion for everyone, leading to wasted time and the creation of duplicate folders for the same documents.
Go universal and create a naming structure that everyone follows. Reclaim wasted time and become more efficient. Your business will thank-you
Keep File Structure Simple – 2-3 Folders Deep
Avoid going deep so you don’t get lost in a sea of folders.
When you nest two many folders within folders it can take an eternity to find the file you are looking for. Don’t go down this rabbit hole. This not only wastes time looking, but can also be a discouragement for employees as they will find it hard to find the right location to save the document.
Keep it simple. Keep your file structure 2-3 folders deep. This promotes ease of use as well as greater useability.
Only Create Folders for 10 or More Files
Don’t get all folder happy. The more times someone must click a folder to find a document, the more time it takes.
Set a rule for cloud storage. If there are 10 or more files, a folder is created. This avoids having countless folders with only a few files in them.
You can even assign someone the role of file administrator who can direct employees on where to store files should there ever be any uncertainty.
Encourage Everyone to Do It Right the First Time
File storage quickly become disorganized when you start saving to a general folder. We all do it from time to time. We tell ourselves we will save a file to our desktop and put it in the right place later. Suddenly our desktop is full and everything is a mess.
Now just think of how chaotic this becomes when you have multiple people sharing to the same cloud storage space, all claiming to save the file in the correct location “later.” Suddenly nothing is where it belongs.
Encourage employees to take the time to do it right the first time. Taking a few extra seconds will prevent things from getting unmanageable and will save you time in the long run.
Use Folder Colors
Most cloud storage platforms will allow you to use colors to tag your folders. Using a color system like this can make a folder easily recognizable, reducing the time it takes to find your documents.
For example, you could color all folders dealing with invoices red. Your mind can make the connection faster when you look at a color vs reading the text.
Declutter & Archive Often
The number of files being created daily can be staggering. The more files you have on your cloud storage system, the harder it becomes to sort through those files and find what you are looking for. This becomes a problem even when you have taken all the steps to properly organize your files.
Old files do not need to be a problem for the new. Declutter and archive often. Delete any unnecessary files once a month. Get rid of duplicate files or old revisions.
For files that are not in active use – archive them. Develop an archiving system that puts all old files into the archive folder. This keeps unused files out of the way of those that are being used daily.
Efficient Cloud Solutions Are Here
Do you feel lost in the cloud? Maximize your use of cloud storage, reduce time and become more efficient. We can help. Reach out and let’s have a chat.