Do you share a network drive with your colleagues, executives or teams? Then you probably know the pain of trying desperately to find a file in a hurry and trying to frantically figure out what the heck they would have named it. They might not be there to ask or more likely, they can’t remember. What seemed perfectly logical at the time might not mean anything to them in six months’ time. A folder named “meetings” might have some meetings filed there but not others. You would need to be psychic to know that Board Meetings are in a sub-folder of Board AGM, am I right? And files called vague things like “book1” or “doc1” well, don’t even get me started.
Maybe you even named the files YOURSELF and you still can’t remember what logic you applied to your soft copy files.
Well, don’t worry I am here to make your life easier. Now ideally you would implement a file naming convention at the start of a new year but who can wait that long, why not start a new 2019 Quarter 3 folder and resolve that you and everyone else who uses the drive will apply these tactics from now on.
A File Naming Convention is a basis for naming your files in a way that describes what they contain and how they relate to other files, to help enable easy retrieval.
For more helpful info for PAs and admin staff, why not sign up to my newsletter or book 1 to 1 training with me. Drop me a line Margaret@trainmyadmin.ie.