As more and more of our work is taking the digital space and going online, it is worth to take some time and effort to organize what we call a “digital desk”. As a busy professional, a disorganized work space regardless of whether it is physical or digital can only bring in inefficiency and chaos to your already hectic schedule. A digital workspace is essentially tons of paperwork and physical files substituted to computerized digital files in your computer. Find below some tips you can make use of to organize your digital desk at work whether it is a freelancer’s work space or a manager’s corporate digital desk.
Clearing out unnecessary files
You would know that the first thing to getting organized is to have a long hard look at your current space and clear out all the items that you don’t need. The difference is you do not need to pay a separate person to do the cleaning for you but you have to pay the ultimate virtual office price in HK by rearranging and organizing it yourself. Clear out all the clutter that makes your desktop look messy and unorganized and on top of that, a lot of icons in your desktop contribute to slow and inefficient speeds too. There are various software tools that help you hide a lot of clutter from your desktop that cannot necessarily be deleted or removed.
Be consistent in naming files
When it comes to organizing your digital space, good naming plays an important role. This is because the more deliberate and thorough the file naming system is, the more efficiently you can make use of them when it is needed the most. In addition, in a hot desk Hong Kong work environment, it would also help other work colleagues search and identify documents and files easily. For example; if you use alphabetical order, the computer will help you do most of the work in key word searches thus making it quicker for you to find a file or document. Suffixes and prefixes are equally handy and comes to your aid when searching for files. Keep in mind that consistent labeling is vital.
Scanning documents in to the system
Needless to say, there will also be plenty of paper documents and bills to handle too so the best way to keep them on track is to scan them methodically and place them in the right folders in your digital work area. If you also get faxing tools that are available digitally, these can directly be stored in your system which would further make your work easier and your digital space more organized.