The Importance of Being Organized - File Labeling

Every semester I assign massive projects. From things like multiple ad portfolios to website creation and social media campaigns, I put my students through the wringer during my courses. These projects keep me on my toes at all times, but every semester I forget to include one simple instruction.

How to Label Your Files

Labeling your files in a clear manner helps you stay organized, yet every semester I get assignments sent to me with the ole standbys of "ad1.pdf" and "IMG_1119.jpg," which means I have to spend precious time relabeling the files so I can keep better track of whose work what file belongs to among the twenty or so files I received that have all been labeled in the same generic, vague manner.

Sending Files To Yourself

When I send files to myself the labeling is not as important to me because I know what they are. Still, many times I forget what I called the file and waste a lot of time searching for the document. This could be avoided if I had just label the files clearly in the first place.

Labeling files is important so you can easily access them later but only you know what works for you. The important thing is that you relabel files from "photo.jpg" and "IMG_23329" to something more descriptive.

Sending Files To Other People

When I send files to other people the labeling takes a front burner because, depending on what it is, I want the receiver to look at the file.

If I'm sending a resumé I always label the file with my name in it. Ex. MTyler-Resume

Sometimes I put the place I'm sending it to in the file extension so I can track where I've sent it. Ex. MTyler-Resume-Target

It's also a good idea to include the position you're applying for. Ex. MTyler-Resume-Target-Greeter

You don't want overly lengthy titles but you want to distinguish your resumé from all the other resumés that are more than likely labeled "resume.doc" because most people don't pay attention when labeling files.

If I'm sending work-related items I usually label according to the version of the project. Ex. Moosejuice_Mission_v1

If you are working on a project that has multiple levels of revisions it's important to label your files correctly so you can keep track of where you are in the project. Some changes are miniscule and can be overlooked if the file is not labeled properly.

The point is there's nothing wrong with having a lot of versions of file as long as you are able to keep track of the one you are currently working on.  

Time Is the New Money

Clear and organized file labeling saves time. In the future I will be more critical of the way students label their files. It's a small but important part of the communication process that is often overlooked.

Organized file labeling saves both the sender and the receiver time and for students, the more time they can save me while grading their final projects, the happier I will be while grading their final projects. It's a win-win.