Key insights

• ⚙️ File hierarchy should have a maximum of five levels
• 📁 Each level can have up to 99 folders
• 🔍 Lower-numbered folders are accessed more frequently
• 🔧 Utilizing file manager's native features for efficient file organization in Google Drive
• 🗓️ Incorporating time-based identifiers like year, quarter, month, and date aids in locating specific files
• ⌨️ Use keyboard shortcuts to preview files and rename them in Google Drive
• 📌 Creating shortcuts when using cloud storage for shared folders
• 🚫 Over-optimizing can decrease productivity; pick and stick to one file management system and naming convention

Q&A

• How does over-optimizing affect productivity in file management?

  Over-optimizing can decrease productivity. It's important to pick and stick to one file management system and naming convention to maintain efficiency.

• Why are shortcuts important when using cloud storage?

  Shortcuts are important when using cloud storage as they allow for flexibility in organizing files under your own file management system.

• What are the three tests that a file needs to pass to be included?

  For a file to be included, it needs to pass three tests: daily use, quick access on the phone, and be limited to 5-star files.

• What are some file management tips for Google Drive users and Mac users?

  For Google Drive users, the tips include using the 'shared with me' tab, installing Alfred or raycast, adding keywords to files, and prioritizing starred folders. Mac users can also benefit from the same tips and installing Alfred or raycast for enhanced file management. Additionally, utilizing keyboard shortcuts is advised.

• What are some tips for decluttering physical and digital spaces?

  Tips for decluttering physical space include using Oki wood products for sustainability. For digital space, the speaker recommends organizing files based on where they will be used, utilizing file manager's native features, and using keyboard shortcuts, adding keywords to files, and prioritizing starred folders for Google Drive users. Mac users can benefit from installing Alfred or raycast for enhanced file management.

• What are the key aspects of effective file organization?

  Effective file organization relies on consistent naming conventions, incorporating time-based and non-time-based identifiers, and the use of keywords for improved searchability.

• How does the speaker organize files into different folders?

  The speaker organizes files into personal, work-related, quick share, backups, and archive folders. The 'Quick Share' folder is used for temporary file sharing and organization. They also explain their naming conventions for folders and documents, with options for including dates or sorting alphabetically.

• What are the key principles for a balanced approach to file management?

  The key principles for a balanced approach to file management involve organizing files neatly and enabling quick search. The file hierarchy should have a maximum of five levels with up to 99 folders in each level, and lower-numbered folders are accessed more frequently.

• 00:00 A balanced approach to file management involves organizing files neatly while also enabling quick search. The file hierarchy should have a maximum of five levels with up to 99 folders in each level. Lower-numbered folders are accessed more frequently.
• 01:30 The speaker organizes files into different folders based on their relevance and usage, including personal, work-related, quick share, backups, and archive folders. They also explain their naming conventions for folders and documents, with options for including dates or sorting alphabetically.
• 03:08 Effective file organization relies on consistent naming conventions, incorporating time-based and non-time-based identifiers, and the use of keywords for improved searchability.
• 04:37 Tips for decluttering physical space with Oki wood products and game-changing file management tips for digital space.
• 06:10 File management tips for Google Drive users including using keyboard shortcuts, adding keywords to files, and prioritizing starred folders. Mac users can benefit from installing Alfred or raycast for enhanced file management.
• 07:43 In order for a file to be included, it needs to pass three tests: daily use, quick access on phone, and limited to 5-star files. Tip 5 is about creating shortcuts when using cloud storage. It's important to take action when a folder is shared, such as making a copy, adding shortcuts, or doing nothing. Adding shortcuts allows for flexibility in organizing files. Over-optimizing can decrease productivity, so it's important to pick and stick to one file management system and naming convention.