A file system you can actually find things in

Organising files should make retrieval, handover and recovery easier. Start with clear names and a small number of predictable folders.

Start with how you search

Choose a main retrieval cue such as a project, client or date. Avoid mixing several competing schemes. A project may need only reference, working, delivery and archive folders.

Name the subject and state

A useful name identifies the subject and the state of the work. Prefer a dated project note to “final version 2”. If the application keeps revision history, use it instead of multiplying ambiguous exports.

Keep one inbox

Use a single temporary inbox and review it regularly. Explain who maintains shared folders and which files must be retained. Test the structure by finding three real documents without relying on memory.

Try one small change

Choose one idea that fits your situation, try it on a limited scale and record what you learn. A useful practice should be easy to review and adjust. Share your experience in the comments, including the context and any limitations.