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I find that it’s been useful to properly label the documents in the way that I like it, and then store it that way. I then create a copy labeled with the naming convention format the way that my manager/team does it. It’s a bit more work initially and seems counterproductive but it’s definitely helped me be more organized and I seem to know where things are more easily. Just my two cents
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Yes regarding emails. Block off some time once or twice everyday to go through emails. I listen to Brain FM for tasks like that and it has drastically helped me focus.
For emails, I let my obsessive side focus on inbox zero so I have to read emails right away. Kind of like a game. And since I’m reading them, I make myself file them in the right email folders at the same time.
I think the types of folders vary depending on your preferences, and how you like to see information. There could be high/low priority ones, by project, etc. I do have an important folder for info I know I’ll need to pull up quickly later. Personally, I write down any actionable tasks because of the working memory issue.
Take some time not in front of your inbox and write a list of folders you think you’d want to see. It doesn’t have to be perfect, just brainstorm, and adjust as you get emails and ideas come to you. After you have a list, make the folders and for any new email you read, put it in the folder right away.
I know it feels overwhelming, but take it one step at a time. Once the system is in place, it’ll get a lot easier.