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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 November 15, 2018

        Success In Reaching Goals Is Determined By Mindset

        Success In Reaching Goals Is Determined By Mindset

        What do you think it takes to achieve your goals? Hard work? Lots of actions? While these are paramount to becoming successful in reaching our goals, neither of these are possible without a positive mindset.

        As humans, we naturally tend to lean towards a negative outlook when it comes to our hopes and dreams. We are prone to believing that we have limitations either from within ourselves or from external forces keeping us from truly getting to where we want to be in life. Our tendency to think that we’ll “believe it when we see it” suggests that our mindsets are focused on our goals not really being attainable until they’ve been achieved. The problem with this is that this common mindset fuels our limiting beliefs and shows a lack of faith in ourselves.

        The Success Mindset

        Success in achieving our goals comes down to a ‘success mindset’. Successful mindsets are those focused on victory, based on positive mental attitudes, empowering inclinations and good habits. Acquiring a success mindset is the sure-fire way to dramatically increase your chance to achieve your goals.

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        The idea that achieving our goals comes down to our habits and actions is actually a typical type of mindset that misses a crucial point; that our mindset is, in fact, the determiner of our energy and what actions we take. A negative mindset will tend to create negative actions and similarly if we have a mindset that will only set into action once we see ‘proof’ that our goals are achievable, then the road will be much longer and arduous. This is why, instead of thinking “I’ll believe it when I see it”, a success mindset will think “I’ll see it when I believe it.”

        The Placebo Effect and What It Shows Us About The Power of Mindset

        The placebo effect is a perfect example of how mindset really can be powerful. In scientific trials, a group of participants were told they received medication that will heal an ailment but were actually given a sugar pill that does nothing (the placebo). Yet after the trial the participants believed it’s had a positive effect – sometimes even cured their ailment even though nothing has changed. This is the power of mindset.

        How do we apply this to our goals? Well, when we set goals and dreams how often do we really believe they’ll come to fruition? Have absolute faith that they can be achieved? Have a complete unwavering expectation? Most of us don’t because we hold on to negative mindsets and limiting beliefs about ourselves that stop us from fully believing we are capable or that it’s at all possible. We tend to listen to the opinions of others despite them misaligning with our own or bow to societal pressures that make us believe we should think and act a certain way. There are many reasons why we possess these types of mindsets but a success mindset can be achieved.

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        How To Create a Success Mindset

        People with success mindsets have a particular way of perceiving things. They have positive outlooks and are able to put faith fully in their ability to succeed. With that in mind, here are a few ways that can turn a negative mindset into a successful one.

        1. A Success Mindset Comes From a Growth Mindset

        How does a mindset even manifest itself? It comes from the way you talk to yourself in the privacy of your own head. Realising this will go a long way towards noticing how you speak to yourself and others around you. If it’s mainly negative language you use when you talk about your goals and aspirations then this is an example of a fixed mindset.

        A negative mindset brings with it a huge number of limiting beliefs. It creates a fixed mindset – one that can’t see beyond it’s own limitations. A growth mindset sees these limitations and looks beyond them – it finds ways to overcome obstacles and believes that this will result in success. When you think of your goal, a fixed mindset may think “what if I fail?” A growth mindset would look at the same goal and think “failures happen but that doesn’t mean I won’t be successful.”

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        There’s a lot of power in changing your perspective.

        2. Look For The Successes

        It’s really important to get your mind focused on positive aspects of your goal. Finding inspiration through others can be really uplifting and keep you on track with developing your success mindset; reinforcing your belief that your dreams can be achieved. Find people that you can talk with about how they achieved their goals and seek out and surround yourself with positive people. This is crucial if you’re learning to develop a positive mindset.

        3. Eliminate Negativity

        You can come up against a lot of negativity sometimes either through other people or within yourself. Understanding that other people’s negative opinions are created through their own fears and limiting beliefs will go a long way in sustaining your success mindset. But for a lot of us, negative chatter can come from within and these usually manifest as negative words such as can’t, won’t, shouldn’t. Sometimes, when we think of how we’re going to achieve our goals, statements in our minds come out as negative absolutes: ‘It never works out for me’ or ‘I always fail.’

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        When you notice these coming up you need to turn them around with ‘It always works out for me!’ and ‘I never fail!’ The trick is to believe it no matter what’s happened in the past. Remember that every new day is a clean slate and for you to adjust your mindset.

        4. Create a Vision

        Envisioning your end goal and seeing it in your mind is an important trait of a success mindset. Allowing ourselves to imagine our success creates a powerful excitement that shouldn’t be underestimated. When our brain becomes excited at the thought of achieving our goals, we become more committed, work harder towards achieving it and more likely to do whatever it takes to make it happen.

        If this involves creating a vision board that you can look at to remind yourself every day then go for it. Small techniques like this go a long way in sustaining your success mindset and shouldn’t be dismissed.

        An Inspirational Story…

        For centuries experts said that running a mile in under 4 minutes was humanly impossible. On the 6th May 1954, Rodger Bannister did just that. As part of his training, Bannister relentlessly visualised the achievement, believing he could accomplish what everyone said wasn’t possible…and he did it.

        What’s more amazing is that, as soon as Bannister achieved the 4-minute mile, more and more people also achieved it. How was this possible after so many years of no one achieving it? Because in people’s minds it was suddenly possible – once people knew that it was achievable it created a mindset of success and now, after over fifty years since Bannister did the ‘impossible’, his record has been lowered by 17 seconds – the power of the success mindset!

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