Everyone knows that searching for files is a time pitfall. It’s one of the most frustrating things about working in an office, because you can't find the file you need when you need it. Everyone knows it and hates it, but no one can avoid it completely. There are times when the search function just won’t cut it and we have to dive deep into those labyrinthine directories to find what we need. Unfortunately, this means that document searches take up a lot of time. How much? Well, according to recent research by New Zealand-based software company Intellect Research, the world spent 10 billion hours every year looking for files in unorganized computer systems, including unopened emails! Let’s see how we can reduce this time and make our work life easier with some simple tips:
Organize your files
Organizing your files is the best way to reduce the time you spend searching for them. This can be done by date, topic or any other method that works best for you and your team. If you want to take it a step further, you can use advanced tools such as Content Management Systems (CMS). These allow for structured filing systems, advanced search functionality, collaboration tools, and much more. You can also create templates for common types of files, so you don’t have to label them all yourself. This process may seem time-consuming, but it will save you a lot of time in the long run.
Use more advanced search techniques
The best way to find files is to use a system that allows you to search in a number of different locations at once. You should be able to search in your email inbox, file sharing systems, and internal and external networks. This will allow you to find files across all of these platforms, rather than being limited to just one. Some systems let you search using keywords, file contents, file names, and metadata. This makes it much easier to find what you’re looking for, as long as you’re familiar with the key words you need to use.
Keep track of recent files
You might be wondering why you’d want to keep track of recent files if you’re perfectly organized. Well, unfortunately, even the most well-organized systems can break down under the pressure of constant use. They can become too disorganized to be useful, and you may find yourself spending even more time trying to find files. It’s best to keep an organized system, but create a secondary search method to find recent files. This can be a keyword search in a simple document. This way, you can find recent files without having to go through your entire organization system.
Don’t rely on computer searches alone
You should never rely solely on your computer’s search function to help you find files. This is because search functions are often reliant on metadata, which is not always accurate. Something can be labeled correctly, but incorrectly saved, causing it to be mislabeled. You should take a visual approach to searching, looking at the file name, file contents, and file size to increase your chances of finding what you’re looking for.
Keep in mind that file extensions may change, so don’t rely on these as a deciding factor for what type of file you’re looking for. It’s also a good idea to keep track of your search history. You can do this by saving search queries or tagging items to create a useful search history. This will let you look back at what you’ve searched for in the past. You might even discover a long-lost file in the process, but don’t let that happen to you.
We can't avoid searching for files, but we can make it more efficient. The best way to find what you're looking for is to use a search function that lets you search in multiple locations at once, like your email inbox and file sharing systems. You should also keep track of recent files, and don't rely on computer searches alone. ## Finally, while searching for files can be a real drag, there are a few things you can do to make it easier. First, try to organize your files so that they can be more easily searched. Next, use advanced search techniques. Finally, don't rely on computer searches alone. With these tips, you'll be able to find what you're looking for in no time at all!
These simple tips and strategies can make searching for files much less frustrating. By keeping your system organized, using advanced search techniques, and not relying on computer searches alone, you can make searching for files a lot easier.