Building a Better Desktop. Fewer folders and files makes life…
By: Alex Walker
Tags: File Management, UX Design, Graphic Design

Building a Better Desktop

Dealing with a disorganized file management system is one of a designer’s biggest frustrations. Nothing sparks rage like opening your masterpiece and finding 97 missing links in your InDesign document. Unnamed files, mismanaged assets, or eight versions of a project all designated with the word “final” are maddening daily frustrations a designer can avoid with an organized, thoughtful file management system.

If you do not have a system for managing large numbers of files and projects, now is the time. Right now. Drop what you’re doing and go organize the filenames and folders on your computer.

As a graphic designer, I deal with files saved one-to-four years ago nearly every day. It is a constant battle with my disorganized younger self who didn’t know any better. In my Output for Mobile Media class, one of our first projects was to establish a new file management system. I had honestly never thought about my process for saving my files before that class. Later on, I did another system revamp after I saw the video file management system used at BYU’s communications department, which helped me to create an organized, searchable template-based file management system.

Even if you’re just starting out and projects are relatively simple, a file management system is one of the first things you should establish. But as you incorporate new ideas, and your projects become more complex, your system should also evolve. Renaming the files and doing a file management revamp is not a fun way to spend a day, but the time it can save you later is well worth the investment.

The Temporary Folder Trap

The downloads folder is not your friend. It might pretend to be a safe haven for files downloaded off the world wide web, but it’s not. The downloads folder is a dirty liar that keeps everything you ever give it, then gaslights you and never gives your jacket back. Temporary folders are a place where projects go to disappear. For visibility, the desktop is a step better than the downloads folder for current projects, but if you are saving high volumes of files, your desktop can become a hellscape of assets.

Pain.

Above are two views of my desktop, shown before and after some organization. I usually drag and drop assets on and off the desktop as I build art (at least for quick projects) and then sort them into their proper folders. I have quick shortcuts to my folders, client files, personal projects, and frequently used resources on the left.

Templating Folders

Your new best friend is a template folder. When you are creating a new file, typing in the name, date and necessary information for the title takes time and discipline. It feels like an unnecessary hassle in the process of getting a project started.

Here is where my project begins. I have a placeholder file that has the project’s internal folders already set up. All I have to do is duplicate and paste the template into the client file, fill in the date and name, and I’m ready to roll. This makes it easier to keep consistent naming and organization throughout all of my clients’ projects, saving time and effort.

I

With the assistance of file templates, here’s an overview of how my system works. Everything is malleable based on the breadth of work I’m doing on a project. It starts with the Client Name and/or the business/band name, whichever is easiest to remember.

Then the second category is the business or band name, if I’ve done multiple projects for the same person.

Third, we have the job/project name in the template folder format.

Then finally, there are the assets for the project: proofs, fonts, deliverables I’ve sent, and backups if I have multiple versions of the design.

What’s in a Name?

Ideally, everything you need to know about your file should be seen at a glance in the file name. On my mac, the OS is only able to sort numerically/alphabetically, so consistently listing projects by date is critical whenever you start a project.

At a glance I know when the project was done and a brief description of what job it is. Stuff that I do not use, or past versions of a project, are often at the bottom marked with a Z (in a Z archive), and the files at the top are kept there with a 00.

Conclusion

File management should evolve with your changing needs. A tidy workspace is an efficient workspace. My management system is mainly for digital design and fulfills that niche in the best way I currently know. But if I were to shift to working on video more, the contents of my assets folders would probably include sections for source footage, audio and exports. If you are not implementing some sort of file management system in your work, I would recommend establishing one now. At-a-glance, logical file management is a massive help when working alone and a necessity when working in a team.

Alexander Walker is a student in the digital media program at Utah Valley University, Orem Utah, studying interaction and design. The following article relates to Asset Management Practices in the course DGM 2341 and representative of the skills learned.