Agree on a shared language
Choose folder names the whole team understands, rather than abbreviations known to one person. Use a consistent order for period, document type and description. Share one clear naming example so each new file does not require a new decision.
A simple system everyone understands is better than a complex one nobody follows.
Make the reviewed version clear
Separate working copies from documents that have completed review. Record who reviewed a document and when, and keep the original in a defined place. Avoid silently replacing an important file; a short description of the change helps the next colleague understand what happened.
Review the system through use
When a particular document repeatedly proves difficult to find, consider whether its name or location needs changing. Take a little time to review and simplify the structure. The purpose is not more folders. It is easier access to the right document with its context intact.
General information about organising work. It does not replace professional advice tailored to your circumstances.
Speak with a partner
