Introduction
In real life, the most efficient way to find something is to look where similar things are stored. If you're looking for a book, you naturally check your bookshelf.
That reflex is so ingrained that we also apply it on computers. When we need a file, we try to remember which folder we put it in, then open subfolders until we find it. The problem is that in the digital world, this is not the most efficient method.
Why search is faster than folder trees
Search functions have become extremely fast and powerful. Finding a file by typing one or two keywords often takes less than a second.
For example, if you're looking for a sales proposal from May 2021 for EDF, you can type EDF proposal and instantly find the correctly named file, like EDF sales proposal May 2021. That's always faster than clicking through folders like sales, clients, EDF, 2021.
On a computer, using the keyboard to type a few letters is almost always faster than moving your mouse around.
Name files for your future self
This method relies on a simple but essential habit when saving a file: put yourself in your future self's shoes.
Ask yourself what keywords you'll use to find it later. Client name, document type, year, or month are often great candidates. If you think you'll search by the name of a person, include it directly in the filename.
A well-named file saves you thinking later. It's the same logic as keyboard and mouse shortcuts: less friction, more speed.
Use the right search tools
If your files are in the cloud (Google Drive, Dropbox, OneDrive), the search bar is always visible. It's your main entry point.
If your files are stored locally on your computer, there's an option even faster than the file explorer: system search.
On Windows, you can use system search via Windows + S.
On Mac, that's Spotlight, accessible via Command + Space.
These tools let you search without leaving what you're doing - for example while writing an email. It fits perfectly with a work-faster mindset by reducing micro-interruptions.
Launch apps without losing time
Those search bars also launch applications. Typing the first letter is often enough. Chrome appears as soon as you type C, your internal messenger as soon as you type M.
On your phone, use the same reflex. On Android, use the Google search bar on the home screen. On iPhone, swipe down to open search.
Again: fewer moves, less time wasted.
Should you abandon folder structures entirely?
No - for two good reasons.
First, even with good habits, you will sometimes name a file poorly. In that case, a folder structure is a useful safety net.
Second, at work you often share files with others. Since everyone has their own naming logic, a shared folder structure remains necessary.
Build a simple, robust folder structure
The goal of a good folder structure is to avoid too many levels. Too many subfolders slows down both filing and finding.
For work files, structure is often imposed. For personal files, thinking about it a bit is a great investment.
An effective approach is to create folders for the big categories of your life: official documents, finances, health, housing, writing, etc.
Adding a two-digit number at the start of each folder lets you control display order without relying on alphabetical order. It makes the structure more stable over time.
Search and structure: not one versus the other
The key isn't choosing between search and folders. It's making them work together.
A simple structure is your safety net. Keywords and instant search are your main engine. That combination lets you find a file in seconds - even years later.
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