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When I first entered the workforce, this is how my file management looked like.
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And since then, I've tried everything from, bro, it doesn't matter if it's messy, just search for it, man.
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All the way to, have you heard of the Johnny decimal system?
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Okay, so first you just need to memorize this totally not complicated numbering structure, and then you have to define your categories,
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and wait, where are you going?
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And I found the correct answer to be a healthy balance between form, how neatly organized everything is,
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and function, how to name your file so you can quickly search for the information you're looking for.
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So in this video, it will first go over the simple framework I use to organize and name my files,
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then dive into five specific file management tips that I found to be absolute game changers.
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Let's get started.
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From a file hierarchy standpoint, I limit the number of folder levels to a maximum of five,
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meaning the sixth level can only be files and documents, no more folders, but each level can have up to 99 folders.
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So five levels deep, 99 folders wide.
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For example, this is what I see at level zero in my Google Drive.
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We'll go over why I chose these in a bit.
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This is level one, level two, level three, level four, and level five, and files.
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Obviously, you don't need to have five levels, but more than five, we tend to just get lost.
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The reason each level can have up to 99 folders is simply because of the numbering, zero one all the way to 99.
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But as you can see, I rarely go above zero nine.
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The folders I access most frequently have lower numbers, 01, 02, 03, because they're closer to the top, right?
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And 99 is always reserved for an archive folder I throw outdated or inactive files into.
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Coming back up to level zero, the 01 folder has all my personal stuff, 02 work -related.
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03 are documents I reference on a regular basis.
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For example, a gym membership card I pull out on my phone or templates I use every single week.
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The 04 quick share folder is something I came up with myself and it works like this.
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Let's say I have a planning deck with confidential information meant only for myself, but a colleague needs a few slides from the same deck.
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Instead of creating a new file, copy pasting the slides over and then sharing, what I would do is simply select the slides my colleague needs,
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file, make a copy, select the slides,
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and save this new file in the 04 quick share folder before sharing it with my colleague.
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So basically 04 quick share is a temporary catch -all folder.
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This way, the confidential slides are kept safe, the original folder is not cluttered with a duplicate,
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and I don't have to constantly annoy my colleague to make a copy
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so I can delete the duplicate because it's already organized in my QuickShare folder.
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I have a backups folder at level zero,
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making it super convenient for me to drag and drop files I know I should back up on a regular basis.
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And last but not least, the 99 archive folder files I'll probably never use again, but I just can't bring myself to delete.
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Moving on to how I name folders and documents.
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There are two ways I go about this.
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I either include a date or leave it to be sorted alphabetically.
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Going right into date naming examples, for some documents, the year is enough.
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2025 budget spreadsheet.
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If we want to be more specific, we can add a quarter.
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2025 Q1 QBR, quarterly business review.
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One more level down, add a month.
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2025 May monthly presentation with director.
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And the most granular 2025 0505 inbox zero training for the sales team.
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As you can see, the date naming convention depends on the type of file.
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As a rule of thumb, including just a year or quarter makes the file more searchable.
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I think we talked about that in the Q3 presentation.
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Let me quickly search for it.
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Versus the more granular you go with a month and date,
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the more you need to know where the parent folder is so you can find the specific file.
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For example, I run a lot of workshops and although I don't remember the date for each one,
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I know they're all within my Jeff's sharings folder.
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Another example is for invoices and receipts.
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You're not going to search for an individual one, but you should know exactly where they are.
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For all folders and files that are not time -related and are equally important, so no 010203, I leave them to be sorted alphabetically,
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but the rule is to be consistent in your naming so the documents are as searchable as possible.
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For example, most of my files have one of the following keywords, doc, meeting notes, working tricks, briefing slides, and form.
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So 90 % of the time, if I put the project name and one of the keywords, I end up finding the exact file.
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A viewer of mine, Matthew, he's awesome, has a slightly more complicated naming convention,
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but it works for him because he follows the same structure for all his files.
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He knows PM represents the file type, 01 stands for the main file, and if this were 04, it would mean it's a presentation file.
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So there's no right or wrong way to do this.
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As we declutter our digital space, I also want to talk about the products I've been using from Okiewood to declutter my physical space.
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They are sponsoring this video, but I would I've talked about them anyways, mainly thanks to their latest MagSafe lineup.
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I absolutely love their shelf mount.
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I have two because you can basically clip them on anywhere with an edge and hide the cables underneath the surface.
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I have one right by the front door along with the Apple Watch stand.
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So super convenient, obviously.
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And I have one right on my desk so I can have my phone close by without it taking up desk space.
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It also doesn't hurt that all their products are FSC certified, meaning the wood is sourced from sustainably managed forests,
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and it guarantees that no other materials are getting accidentally mixed into the final product.
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But for now, back to the digital world.
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The first and most game -changing file management tip comes from David Allen.
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Organize information by where you will use it, not by where you found it.
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For example, if you own multiple projects at work, you should not have a separate folder for all your project meeting notes,
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even though it looks super nice and tidy.
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Instead, you should have the project A meeting notes document within the project A folder itself
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because that's where you're most likely to use it.
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You open the project folder and all related documents are inside, right?
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And second, this makes it super easy for you to share the entire project folder with someone else.
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File organization tip number two, make use of your file manager's native features.
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For Google Drive, this means I can use search operators like type presentation, to quickly search for Google slide files, or if that's not your thing,
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perform a basic search, then use the filter chips down here to quickly narrow your search results.
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Pro tip, to quickly find a file you know was shared with you, go to the shared me tab and under the people chip,
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input the owner's name or email, because we generally remember the person who shared the file with us.
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For Mac users, I highly recommend installing Alfred or Raycast, they're both free and an entire tutorial on how to use Alfred.
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For Windows users, I've never tried these, but I heard everything Listery and Wox are all great file management apps.
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Sticking with Google Drive though, tip number three is attaching a keyword to a file or a folder.
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For example, someone shared this folder with me so I can't change a name to whatever I want,
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but I can press D to bring up the details tab, scroll all the way down and add a keyword in the description field here.
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Now, if I search for this keyword, Grad Empower, only a few results show up.
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If I search for Empower, which is part of the name of the folder, a lot more results show up.
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Thumbs up if you didn't know this before.
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Pro tip number one, I love keyboard shortcuts
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and the two I use the most in Google Drive is P to preview a file without opening it
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and N to rename the file instead of right click rename.
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Pro tip number two, Mac users can bring up the details view for file
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or folder by pressing command i
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and you can add a keyword in the comments field here
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and now you can search for it directly using alfred raycast
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or spotlight i'm sure
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there's something similar for windows as well windows users let me
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know in the comments file management tip number four ruthlessly prioritize
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which folders to star
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or flag for all platforms there's a way for you to star a file
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so you can access it quickly from the sidebar in order for a file to make
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it on here it's got to pass three tests.
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First, I need to use it every single day.
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Second, it's something I need to quickly access on my phone since there's a start tab there as well.
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And third, I can only have five start files maximum at any given time because if everything is start, nothing is start.
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File organization tip number five, know when to create a shortcut.
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Whenever a file or folder is shared with you on a cloud storage platform like so, you should immediately take one of three actions.
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Make a copy, add a shortcut to the original file, or do nothing.
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Doing nothing is the most common action to take if the file is just a one -off request.
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You go into the file, input something for your colleague, then forget about it.
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You make a copy of the file
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if you either want to use it as a template or to reference it in the future.
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But you have to remember all new edits made to the original file will not show in your copy.
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Which brings us to the action we should all take more often.
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Add a shortcut.
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To illustrate, imagine your manager creates a one -on -one meeting notes document and shares access with you.
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You want to immediately create a shortcut
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because this allows you to organize a file any way
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you want under your own file management system without moving the document from its original location.
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Your manager has organized it their way, you have it your way, and the arrow icon here makes it clear that this is a shortcut.
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As you can see, there is no perfect file management system, but two things I can confidently leave you with.
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First, over optimizing leads to decreased productivity, so don't overthink it.
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Second, pick one system, one naming convention, and stick to it.
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If you enjoyed these tips, you might like this video on my top productivity tips for work.
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See you on the next video.
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In the meantime, have a great one.
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Vocabolario e note di pronuncia per questa lezione
Questa lezione di conversazione si basa sul video “This Simple File Management System Changed My Life!”. Le parole che ritornano più spesso: file, folder, tip, search, document. Questo video contiene 133 frasi e 1900 parole da ripetere con lo shadowing. Il parlato dura 9:24. Chi parla va veloce, circa 202 parole al minuto: aspettati suoni legati e ridotti. Solo il 81% delle parole rientra nelle 3.000 più comuni dell’inglese, quindi il lessico è impegnativo.
Vocaboli chiave di questo video
15 parole del video che vale la pena imparare, con pronuncia e significato:
| Parola | Pronuncia | Significato |
|---|---|---|
| folder sostantivo | /ˈfoʊldɚ/ | cartella, fascicolo |
| slide sostantivo | /ˈslaɪ̯d/ | scivolo |
| organize verbo | /ˈɔɹɡənaɪz/ | organizzare |
| colleague sostantivo | /ˈkɒliːɡ/ | collega |
| complicated aggettivo | /ˈkɑm.plɪˌkeɪ.tɪd/ | complicato, intricato |
| select verbo | /sɪˈlɛkt/ | scegliere, selezionare |
| desk sostantivo | /dɛsk/ | scrivania |
| deck sostantivo | /ˈdɛk/ | pedana, pavimento |
| input sostantivo | /ˈɪnpʊt/ | immissione |
| chip sostantivo | /t͡ʃɪp/ | frammento, scheggia |
| delete verbo | /dɪˈliːt/ | cancellare, eliminare |
| convenient aggettivo | /kənˈviː.niənt/ | conveniente, comodo |
| productivity sostantivo | /ˌpɹɒdʌkˈtɪvəti/ | produttività |
| thumb sostantivo | /ˈθʌm/ | pollice, dito grosso |
| archive sostantivo | /ˈɑɹˌkaɪv/ | archivio, banca dati |
I phrasal verb che sentirai
| Parola | Significato |
|---|---|
| bring up verbo | menzionare, nominare |
| come up with verbo | ideare, escogitare |
| end up verbo | andare a finire, finire |
| take up verbo | sollevare, prendere |
La grammatica di questo video
Le strutture che chi parla usa di più, con le parole esatte del video:
| Struttura | Nel video |
|---|---|
| Forma passiva be + participio passato — conta ciò che accade, non chi lo fa | is always reserved · are kept · be sorted |
| Present perfect have/has + participio passato — un’azione passata che conta ancora adesso | I've tried · I've never tried · has organized |
| Frasi relative who / which + frase — un’informazione in più su una persona o una cosa | person who shared · Empower, which is |
Pronuncia a cui fare attenzione
Chi parla usa 22 contrazioni e forme ridotte, come don't, I've, they're. Pronunciale nella forma breve, così come le senti.
- I suoni “th”: thumb /ˈθʌm/, sixth /sɪksθ/, underneath /ˌʌndɚˈniθ/, ruthlessly /ˈɹuːθ.ləs.li/
- I suoni “sh” e “zh”: presentation /ˌpɹɛzn̩ˈteɪʃn̩/, confidential /ˌkɔn.fɪˈdɛn.ʃəl/, workshop /ˈwɝk.ʃɑp/, shelf /ʃɛlf/, shortcut /ˈʃɔːtkʌt/
- Parole lunghe — attenzione all’accento: complicated /ˈkɑm.plɪˌkeɪ.tɪd/, productivity /ˌpɹɒdʌkˈtɪvəti/, confidential /ˌkɔn.fɪˈdɛn.ʃəl/, temporary /ˈtɛmp(əˌɹ)ɛɹi/, operator /ˈɑpəˌɹeɪtɚ/
I suoni difficili per chi parla italiano:
- Consonante finale — senza aggiungere una vocale dopo: slide /ˈslaɪ̯d/, organize /ˈɔɹɡənaɪz/, colleague /ˈkɒliːɡ/, complicated /ˈkɑm.plɪˌkeɪ.tɪd/, select /sɪˈlɛkt/
- /æ/ — più aperta della “e”: guarantee /ˌɡæɹ.ənˈtiː/, dragon /ˈdɹæɡən/, narrow /ˈnæɹəʊ/, accidentally /ˌæk.sɪˈdɛnt(ə)li/, backup /ˈbækˌʌp/
Come esercitarsi con questo video
- Ascolta tutto il video una volta senza parlare e annota le parole che non conosci.
- Inizia a velocità 0,75×, fai shadowing frase per frase e torna alla velocità normale quando diventa facile.
- Registrati e confronta con l’originale, facendo attenzione a parole come folder, slide, organize.
Cos'è la tecnica dello Shadowing?
Shadowing è una tecnica di apprendimento delle lingue supportata da studi scientifici, originariamente sviluppata per la formazione dei traduttori professionisti e resa popolare dal poliglotta Dr. Alexander Arguelles. Il metodo è semplice ma potente: ascolti un audio in inglese di madrelingua e lo ripeti immediatamente ad alta voce — come un'ombra che segue il parlante con un ritardo di solo 1–2 secondi. A differenza dell'ascolto passivo o degli esercizi di grammatica, lo shadowing costringe il tuo cervello e i muscoli della bocca a elaborare e riprodurre simultaneamente i modelli di discorso reale. La ricerca dimostra che migliora significativamente la precisione della pronuncia, l'intonazione, il ritmo, il discorso connesso, la comprensione dell'ascolto e la fluidità del parlato — rendendolo uno dei metodi più efficaci per la preparazione alla prova di speaking dell'IELTS e per la comunicazione reale in inglese.