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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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        Last Updated on July 3, 2020

        6 Things To Do Every Day To Ensure You Stick To Your Goals

        6 Things To Do Every Day To Ensure You Stick To Your Goals

        Sticking to your goals can sometimes be challenging. We all want better health, better careers, and better jobs, and we want to cast an impression on everyone that we are living fulfilled lives.

        Yet to reach our goals and make every minute of our time count requires commitment, consistency, and hard work. Setting goals is one thing, but sticking to them is another. We have to observe certain daily practices if we want to get the best out of ourselves.

        Here are 6 things that you have to ensure daily to reach your goals.

        1. Involve Others

        You have to be accountable for the actions you are committing yourself to. Involve everyone around you, get them engaged, and talk to them on how they can help you accomplish your goals.

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        When you involve others you feel, you have a responsibility towards them as well as yourself. Every day, make sure you are accountable for sticking to your goals. By joining groups or engaging others, you have more motivation to reach your goals.

        For example, if you want to read more, try joining a book club. If you want to be a better entrepreneur, join an entrepreneurial organization.

        2. Visualize the Rewards

        Reaching a goal can be challenging and sometimes, it can be overwhelming. When the journey becomes tough and difficult, try to stick to visualizing your successes every day.

        Wake up to visualize what rewards you will get from sticking to meeting your goals. If you want to lose some pounds, visualize yourself already underweight and benefiting from being underweight. The mind has a way of channeling your body and intentions to sticking to your goals and reaching them.

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        3. Break Down Your Goals

        Try to break down your goals into tiny chunks. The smaller the size of the goals, the more willing and prepared you are to meet them.

        For example, if you find it difficult to get out of the house and take a workout at the gym, why not try to break the goal into making sure you are always dressed for the gym daily? By doing this, you demonstrate that you are moving in the right direction, and you can keep this momentum so you can meet the larger goal.

        4. Reward Yourself

        For every progress you make daily towards reaching your goals, try to vindicate and reward yourself. By doing this you appreciate yourself and the hard work you have put in for the day.

        When you reward yourself, you program yourself to benefit from a larger reward in the future. You also propel yourself to gain daily rewards, which can be enticing and motivating. Rewarding yourself serves as a form of positive reinforcement that reinforces your mind and behavior to stick to your goals and stay motivated.

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        5. Measure Your Progress

        It is easy to become frustrated when you are not getting instant results. Change can be slow and rewards are not always immediate. Still, progress can be measured even in tiny bits, so take time to look back at where you are coming from.

        You don’t have to feel depressed about not making that major progress in an instant. But when you journal or snap pictures to document your progress, no matter how small, you will feel grateful and elated to see what difference you have made from where you are coming from up until now.

        6. Believe in the Possibilities

        If you don’t even believe in the possibility of reaching your goals, how can you expect yourself to stick to your goals in the first place?

        By believing in the possibilities of accomplishing a goal or task, you increase your chance of reaching it and eradicating whatever roadblocks or challenges you may face. Believe in what you can achieve.

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        What self-belief has over self-control is that while self-control can be depleted but self-belief cannot. We all have an enormous reservoir of how much we can believe in ourselves.

        With believing in ourselves comes perseverance, determination, and desire to reaching our goals. Every day, understand that what you need to keep going is your belief toward achieving your goals. Your goals are reachable if you think you can reach them!

        Final Words

        Due to circumstances in life, people tend to abandon some of their goals in life. You may also feel this way sometimes. In that case, just come back to this article and remember the 6 ways you can help yourself stick to your goals.

        People don’t always reach their goals, but you will never know if you can reach them if you don’t stick to them in the first place. As long as you stick to your goals, there will always be the possibility of you achieving them!

        More Tips on How to Stick to Your Goals

        Featured photo credit: Kelly Sikkema via unsplash.com

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