What are your thoughts? While on our personal devices we can usually organize ou

Question

What are your thoughts?

While on our personal devices we can usually organize our files and folders in whichever structure we might prefer, within an organization it is sometimes preferred to have employees follow a standard folder structure to maintain greater flexibility in moving personnel between jobs and/or projects.

What are your thoughts on this matter? How prescriptive should a manager, or even an entire organization, be when it comes to how employees organize their files? Can some organizations benefit more from stricter file management practices than others? If yes, which types of organizations do you believe would lend themselves more to benefiting from strict file management standards?

Explanation / Answer

Answer)

Personal machine maintenance and workplace machine maintenance are completely different. While on out personal devices we can easily organize files and folders and data in whichever structure we might prefer, but within an organization, it is much preferred that we do so as per the organizational guidelines and adhere to the recommended structure. These organizations who impose such rules assume that a certain flexibility is maintained when the individuals and employees are maintaining files, folders, and data according to a standard and guidelines.

This is perfectly fine from any angle of an onlooker whatever the organization does ethically to maintain efficiency and make it easier to operate. Files and folders containing data on the work computers is not a good thing at all and the organization can thus implement guidelines and make employees adhere to these so that employees follow these. This also benefits the employees and the organization to find, search, locate, write or read, maintain greater flexibility in moving personnel between jobs and/or projects, files folders and data.

The manager, or even an entire organization, should impose the rules, rather guidelines on how the employees should form their folders and files in the work computers and how do they organize the data to attain more efficiency. They simply need to make the employees understand the value of doing this and what will be the best result of doing this.

Yes, some organizations benefit more from stricter file management practices than others according to the type of industry the organization functions in and the management and the employee and also the data strength and how successful has the organization been on imposing the guidelines to the employees, and how well formed the guidelines actually are.

For example, Finance organizations may really get influenced by this type of implementations of the guidelines.

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