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3 Tips to Organise Your Dropbox Folders

3 Tips to Organise Your Dropbox Folders

According to Statista Dropbox has over 500 million users and according to Fortune.com Dropbox is still way ahead in the online cloud storage race, with almost double Google Drive users and five times that of Microsoft’s OneDrive. Dropbox, like other online cloud storage options, gives us the ability to share files, collaborate on files, and store files in one place.

They just seem to do it that bit better than their competitors. Only slightly better according to one source, but better never the less. If you are a Dropbox fan, you’ll know what I mean. You can’t always put your finger on why it’s better, it just makes everyday tasks a little easier to do. And that can be the difference between choosing one piece of tech over another.

So, Dropbox users and fans, here are 3 tips to make Dropbox even easier to use for you and your team.

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How do Most People Organise their Dropbox Folders?

The short answer is that they don’t really think too hard about it when they start using Dropbox. Bar a few that are organised and have the whole thing sorted. For those, maybe stop reading here?! For others, Dropbox can resemble their hard drive and their Outlook folders. Plentiful, and as badly organised as the messy drawer in their kitchen or their home filing (a pile on the sideboard).

The difference with Dropbox is that many people use it to collaborate with others and therefore being disorganised is not ok. When it is our disorganisation, just for us, it’s ok, but when you need to work with others, it’s not. Ever seen someone with a desk covered in paper? They’ll proudly tell you that they know where it all is. Working with others means we need to be more organised otherwise chaos ensues.

How Could You Organise Your Dropbox Folders to Work Better with Others?

There are 3 tips here that will help, and number 2 will help the most.

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1. Have 7 folders for your front line folders to make it easy for everyone to make the first decision as to where the file should be located.

Start narrow. Have a maximum number of first level folders. Seven is ideal. Read what the psychiatrists say to know why. Maybe ‘Clients’, ‘Financial’, ‘Suppliers’, ‘Team’, ‘Personal Development’, ‘Projects’, and ‘Meetings’. Very quickly the team will get used to making the first level filing decision quickly and easily. Juts choosing between 7 folders, not 35 folders.

    2. Number your Dropbox folders so that everyone can communicate with a common language of where folders are.

    Add numbers to your Dropbox folders because whilst Dropbox does enable link sharing, with a number it is much easier for a colleague to know where a file sits in the structure so that they can refine it more easily next time. I suggest updating your Dropbox folders as you go rather than doing all the folders at once because that is a Time Management.

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    Once this is complete, other colleagues will start to do the same once they see you start, and when you want to direct a colleague to a folder on the phone or via email just say, ‘2.5.22.4’, which means to follow the 2nd folder, then the 5th folder, then the 22nd folder, and finally the 4th folder.

      3. Add your initials and date to each file each time you update it so that everyone can easily see who made the last update and when.

      With adding initals and the date, you know who last updated the file and when. Dropbox does show the date the file was last modified, but not by who, and you can only see this when you click on each file. By having their initials and the date in the filename you can scan down a long list of files easily to see who and when the last file was updated.

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        Featured photo credit: By Sugar Pond (Mess) [CC BY-SA 2.0 (http://creativecommons.org/licenses/by-sa/2.0)], via Wikimedia Commons via commons.wikimedia.org

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        Darren A. Smith

        Founder of Making Business Matter - Training Provider to the UK Grocery Industry

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        Published on July 15, 2019

        10 Simple Strategies to Make Your Life Better Starting Today

        10 Simple Strategies to Make Your Life Better Starting Today

        Habits are an important part of the direction you take your life, and — as I’ll share with you shortly — there are certain daily habits you can adopt right away that are guaranteed to improve your life.

        Think back to when you were just six or seven years old…

        At that age you probably didn’t have many habits. But, as the years went by, you picked up more and more good and bad habits.

        You may not have thought about it before, but habit forming never really stops.

        That’s why it’s never too late to change your habits and transform your life.

        So, if you feel burdened by your bad habits, start kicking them into shape by replacing them with these 10 positive, life-changing strategies:

        1. Go to Bed a Little Earlier and Wake up Earlier 

        Starting tonight, get yourself to bed 30 minutes earlier than usual. And, then make sure you get up tomorrow morning 30 minutes earlier, too. This small change can have a BIG impact on your day. 

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        Instead of furiously rushing in the morning to get ready for work, the extra time will give you a golden opportunity to start your day off on the right note. You can drink a smoothie while sitting on your porch, spend 10 minutes exercising and stretching, and still have time to read a few pages of an inspiring book.

        2. Be Grateful for the Good Things in Your Life 

        Setbacks and obstacles are inevitable in life. But, with a positive mindset, you’ll be able to overcome most of these. And, when you do, you’ll boost your self-confidence. 

        This is something you can definitely be grateful for. 

        However, if worst-case scenarios are playing out in your life, then sometimes, to stay strong, you’ll need to keep your mind on the good things that are happening to you. For example, your relationship with your partner might be crumbling, but your career is continuously getting stronger. It’d be easy to feel downtrodden and miserable about your relationship problems —  but, it would be much healthier to keep your mind and gratitude on these things that are going well, such as your career.

        3. Drink Water All Day Every Day 

        I’m sure you’ve heard the advice of drinking at least eight glasses of water a day, but are you following that advice? If not, you’re robbing your body and mind of essential hydration. 

        With the right amount of water intake a day, you’ll be amazed how good you feel — and how good you look!

        4. Take 15 Minutes to Set Goals for the Day, and Then Tackle Them One by One 

        This strategy will put your life into a new stratosphere! And, it’s very simple to do. 

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        Simply spend 15 minutes in the morning (either at home or at work) planning what you need and want to achieve during the rest of the day. Once you’ve listed your tasks, the next step is to put them into order of priority. 

        For instance, you have three things to do: catch up with your emails, write a project update, and prepare a briefing for your CEO. It’s best if you put these in order of importance. In this example, your emails can probably wait until you’ve created your CEO brief and updated your project documentation.

        5. Turn Off Your Cell Phone (or Put it on Airplane Mode) When You’re Focusing 

        A 2012 study found that even looking at a cell phone or feeling it vibrate in your pocket can significantly distract focus and reduce your ability to complete complex tasks.[1]

        It’s no surprise really, as our thoughts are subconsciously drawn towards checking our phones when they’re switched on. It’s a bad habit — but one that most of us have. However, when you need 100% focus (like I do when writing my articles), then switching your phone off, or at least putting it into airplane mode, will free your mind and supercharge your focus. Try it and see!

        6. Walk as Much as You Can 

        Have you noticed that most people’s lives are sedentary? They drive to work, sit in front of a screen all day, then drive home and binge on the latest Netflix series. It’s no wonder there’s a growing epidemic of obesity and mental health issues. 

        Our bodies are made to move — so we should move them! This can be as simple as walking up the stairs to your office instead of taking the elevator, and going out for a walk around the block at lunchtime. In the evening, instead of arriving home and crashing on the sofa; spend 20 to 30 minutes walking around your block.

        When you make these things a habit, you’ll be amazed by how much better you feel. You’ll have less stress — and more energy.

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        7. Be Mindful of Your Surroundings

        How often do you stop, think and appreciate the “here and now”? I’m guessing not very often. But, I understand why. Modern life is demanding and fast-paced. There’s precious little time to appreciate the small things. 

        But, if you want to live a healthy and happy life, you must break out of this trap. You can do this by allocating 15 to 30 minutes each day for mindful meditation. This could be in a park, in your garden, or even in your lounge. The trick is to focus 100% on your surroundings. 

        For example, if you’re outside, watch how the leaves on the trees blow around in the wind. By keeping your focus on this movement, you’ll clear your mind from your usual stresses and strains. This will give you brain a much-needed break. And, as well as improving your mental health; you’ll find your creativity gets a boost, too.

        8. Ask for Help When You Need It 

        No one can know or do everything. Which is why you shouldn’t be embarrassed to delegate tasks to others when needed, ask questions when you don’t have the answers, and work with partners and colleagues to clarify intentions. 

        When I first set up Lifehack, I tried to do everything myself: blog writing, website creation, marketing, financial planning, etc. However, I quickly learned that it was much better to hire some help. Not only did this inject some fresh ideas and inspiration into Lifehack — it also made the whole operation way more enjoyable!

        9. Practice Self Care 

        Are you looking after yourself as well as you should? If not, then take steps to improve your diet, exercise more, and to speak to yourself with encouraging words and thoughts. 

        The latter suggestion is often overlooked. But how you speak to yourself determines how you feel, what you believe, and what you achieve.

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        10. Embrace Learning 

        You cannot transform your life without learning something new. That’s because the process of change forces you to adapt. But, many people stop learning as they get older, as they find the learning process boring and bothersome. However, it doesn’t have to be this way. It can be fun and rewarding. 

        Whether you decide to learn to play guitar or study the basics of accounting — embrace learning, and begin changing your world for the better.

        I’m sure you’ll agree that these 10 strategies are simple enough for you to start putting them into action in your life. (I suggest you begin today!) 

        Nevertheless, you’ll probably need to use some extra willpower for the first 30 days or so, as this is the typical length of time it takes to create a new habit. After that, these strategies will be part of your day-to-day life, and you won’t need to think about having to do them. In other words, they’ll have become habitual actions.

        If you need any further encouragement to get started with the 10 strategies, then consider this:

        Even just adopting one of the strategies can turn the tide in your favor. But, when you implement all 10, you’ll create an unstoppable trend towards success, health and happiness.

        So start making your life better — today!

        Featured photo credit: Javier Garcia via unsplash.com

        Reference

        [1] Deborah R. Tindell and Robert W. Bohlander, Wilkes University: The Use and Abuse of Cell Phones and Text Messaging in the Classroom: A Survey of College Students

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