In today’s busy lives, we are faced with the challenge of managing our offline and online activities as efficiently as we can. Life has become more complicated as we have access to different kinds of devices, online and offline storage. It’s easy to lose control over your digital life, so that’s why we prepared five tips on how to declutter your cloud storage and make your workflow simpler and more efficient.
By reorganizing and decluttering your digital life, you’ll become more productive, happier, and calmer. You will avoid wasting time searching for files and photos on your Dropbox, Google Drive, or any other app and use your time more efficiently. Follow these tips and make your life easier.
1. Define categories and move files into folders
Organizing files in the cloud is no different than the folders you had on your computer. It’s simple: if you don’t take care of your cloud dashboard, it will look messy just like your desktop. That’s why developing a strict file system by category will be the first step into decluttering your cloud space. Once you implement it, you can start moving files in their proper place.
One way to organize your files is by implementing a system that you will remember easily, such as a date, file source, project, or team name structure. For example, if you’re working on multiple projects at the same time, use a folder for each project. Name the folder after the project and use a date for recurrent projects. However, folders may become cluttered again, so you should use subfolders not to fall in the trap again.
2. Delete everything you don’t need
When synchronizing the assigned folders on your device to the cloud storage, every single file has been uploaded. If you haven’t deleted anything on your device, many unnecessary files will be stored on the cloud, as well. It will create another mess on your cloud. Therefore, it’s best to delete all files which are not necessary to declutter your cloud.
Think of it as a “spring cleaning” of your home. Go through your file list thoroughly and delete the unwanted files immediately. It’s better not to leave anything for later because you’ll probably forget about it. The idea is to make room for the files you need and make the search easier. It will save time and costs on cloud storage.
3. Assign tags to files
Creating folders and deleting files that are not necessary is not enough to declutter your cloud. If you are working on multiple projects across different departments, you need additional tags, categories or color-coding schemes. By assigning colors to your folders, you can visually differentiate the folders and make it easier to find proper documents. By eye-scanning the dashboard, you can easily spot the folder you need by its color.
On the other hand, folders can contain many documents, and applying color codes to folders is not enough. To utilize the search bar of your cloud storage properly, you can assign tags to each document. Again, you need to develop a scheme which will be easy to follow, so you can logically associate the content of the file with a tag.
4. Declutter the cloud and repeat
Once you’ve organized your cloud storage, you’re probably happy and satisfied with the work you’ve done. However, this is just the beginning. Decluttering your cloud is not a one-time activity, but a recurring event. If you want to work efficiently and save time on searching files across the cloud, reorganize your folders and files regularly.
Make a schedule when to revise your filing system and stick to it. Consistency is the key to success in this case. Depending on the number of files you create and store on the cloud, you can reorganize your files once a month, every 6 months, or once a year. It is up to you to choose how often to clean your dashboard and keep your cloud storage tidy.
5. Use Saasuma to have all cloud files in one place
It’s easy to manage and have control over your cloud storage and communications if you’re using only one service. However, most of us use multiple email accounts, chat services, software tools, and online storage services like Google Drive, Slack, Asana, Dropbox, and many more. The easiest way to efficiently manage all of them is by having them all in one place.
Sassuma is an online tool that helps you to have instant access and control over all your cloud accounts. It synchronizes the assigned accounts so you can search through your files and email communication from one place. This tool will increase your productivity significantly and save time on logging to different platforms and searching for files. It is a Saas software that has free and paid versions which you can choose according to your needs.
To sum up, maintaining tidy cloud storage is not an easy task. It should be planned carefully and done regularly. However, in the long term, it is best to use a software solution that will make this process easier and have all storage in one place. We suggest checking Saasuma and sign-up for a 14-day free trial to get most of the platform.