Your computer is an everyday tool... but it's also an ideal playground for digital clutter: files saved in a hurry, downloads in a mess, duplicate documents... The result: you waste time, you get annoyed, and your computer ends up slowing down. Here are the best practices for a clear, efficient and fast computer.
Tip no. 1: your desk should be almost entirely empty.
More than a storage space, it should only serve as a temporary area for files waiting to be filed. A cluttered desktop slows down the computer and increases search time considerably.
1 - Organise your files intelligently
Three simple and effective methods:
✔️ Sort by project
Ideal if you manage separate assignments, files or activities.
➡️ Create a folder for each project, then subfolders documents, visuals, quotes, deliverables, etc.
✔️ Sort by file type
Perfect if certain files concern several projects.
➡️ Examples: Images, PDF, Spreadsheets, Word documents.
✔️ Use shortcuts (aliases)
A shortcut makes it possible to find a file in several places... without duplicating it.
➡️ Handy for creating «bridges» between your folders.
2 - Effective prioritisation
A good hierarchy makes it easy to find your files and to avoid the clutter that builds up over the weeks. The most reliable method is based on a classification chronological, because it exploits the computer's natural ability to sort automatically in alphabetical order... which becomes logical if the names begin with the date.
✔️ Why start with the date?
Because a computer always classifies items from the smallest to the largest (in alphabetical or numerical order).
Using the YYYY-MM-DD, you guarantee automatic classification from oldest to most recent.
Examples:
- 2024-12-15
- 2025-01-03
- 2025-11-26
This format is ideal for :
- track the progress of a project,
- easily find the correct version of a file,
- tidy up by deleting obsolete documents.
✔️ Which format should I use?
The same old story:
➡️ YYYY-MM-DD
You can add the time if you have a lot of versions:
➡️ YYYY-MM-DD_HHhMM
Full example:
2025-11-26_10h30_Rapport-mensuel.docx
✔️ Where to include the date?
At the very beginning of the file name, never at the end.
This ensures immediate sorting and a coherent chronological view.
✔️ When should the date not be used?
When the document is timeless :
- a model,
- a leaflet,
- a permanent administrative document,
- a «Photos» folder organised by event (where other logics take precedence).
In these cases, we classify by category and not by date.
3 - Naming your files
Correctly naming your files prevents duplication, facilitates searches and creates lasting consistency. Good naming is based on three pillars A logical order, clear keywords and an identical structure throughout.
✔️ A simple, stable and systematic nomenclature
Define a fixed, reusable structure. Recommended example:
DATE + MAIN KEYWORD + DESCRIPTION
Example:
- 2025-09-12_ClientX_Compte-rendu-reunion.pdf
✔️ The golden rules for correctly naming your files
1. Always use the same separators
The most practical :
- _ (underscore)
- - (dash)
Avoids gaps that can be a problem on some systems.
2. Choose consistent keywords
The main keyword is used to identify :
- a project (ClientX, ProjetAlpha...)
- a category (Invoice, Administrative, Quotation...)
- a use (Meeting, Report, Photos...)
⚠️ Uses always the same words :
E.g.: always «Reunion», not once «Réunion», once «Meeting», once «Rdv».
3. Add a brief but useful description
Here are a few examples:
- Report
- Summary
4. Avoid the classic pitfalls
- vague names document.pdf, final.docx, version2.doc
- special characters : / \ * # @ ? !
- titles too long they become illegible
- dates at the end prevent automatic sorting
- accents : sometimes incorrectly read by some systems
5. Check overall consistency
A good nomenclature can be recognised by the following:
- all similar files have similar names,
- sorting is effortless,
- duplicates are immediately obvious.
✔️ Example of a ready-to-use nomenclature
You can use this universal model:
YYYY-MM-DD_MainKeyword_Description
Examples:
- 2025-02-03_Admin_Dossier-Assurance
- 2025-06-14_ProjetAlpha_Compte-rendu-V1
4 - Creating organisational models
Save time by setting up a standard file template.
For example, each new project automatically includes :
- 01_Admin
- 02_Documents
- 03_Visuals
- 04_Deliverables
- 05_Archives
As well as being clear, it's reassuring: you're no longer thinking about how organise, just ranger.
5 - Using sub-folders wisely
They don't have to be abused, but they can make a real difference.
Useful examples:
- Bills
- Recommendations
- Texts
- Contracts
- Photos
The aim: to clarify, not complicate.
6 - Sort regularly
Plan ahead three sorting zones easy to manage :
📌 To be classified
For recent files, to be organised soon.
📌 To be archived
For useful but more active documents.
➡️ Keep for future reference or projects.
📌 Discard
Because a lighter computer means a lighter mind.
Tip
Schedule a sorting ritual: 10 minutes every Friday or at the end of the month.
As with a physical office, a little bit every week is better than a big annual clean!
