I don’t know about you, but I get slightly annoyed when I receive files named “resume.pdf” or “document.pdf.” I think it’s lazy practice and could lead to other users being unable to find pertinent files, reports, and resources. If you’re in a highly collaborative environment like me, files that don’t use good naming conventions are a disaster waiting to happen. It makes it hard to collaborate and just wastes a lot of time. Having good naming conventions is not only good practice but also a courtesy to teammates and other stakeholders.

Here are 5 best practices for file and folder naming:

1. Use abbreviations

Shorten the file or folder title as much as possible by using standard abbreviations such as Dec for December and Corp for Corporation. This ensures that you can still add relevant information to the file or folder name without having it read like a novel.

2. No cryptic codes please

While we’re on the subject of abbreviations, please don’t shorten file and folder names to something only you can understand. Use standard abbreviations – emphasis on “standard”. Don’t make up abbreviations or file and folder codes that don’t mean anything to everyone else, such as “dckt243-1abc.pdf”

3. Be as descriptive as possible

Have you ever received a file named something as generic as “resume.pdf?” How did that make you feel? Yeah, me too. It’s good to know what the file or folder contains without even having to open it. So be descriptive of the file or folder name. A good example is: Horizon Hotel Business Optimisation Proposal – ANX Corp – 2021.pdf

4. Use title casing

Title casing means you have to capitalize every first letter of every word as if it were a title – which it actually is.

5. Use sequential numbering and version numbers

Sequential numbering means you have to use 01, 02, 03, or 001, 002, 003 instead of just 1, 2, 3. This means you have enough room for numbering files or folders that are part of a sequence. This is useful for employees’ files, invoices, or reports in a series. Version numbering means adding V1, V2, V2.1, etc. to files that will likely have multiple iterations, such as marketing copy, blog posts, or articles.

Not all organizations will have the same naming conventions because we all work differently. In order for everyone to get into the habit of correctly naming files and folders, encourage everyone in the team to use company standard naming conventions. This would mean that you will have to create a custom document that details your company’s standard naming conventions along with suggestions for best practices. Using these standard naming conventions ensures that other collaborators need not go into a scavenger hunt every time they need to access a file or folder and that they, in turn, make it easy for others to access files they have created. 

Do you have other tips and best practices for good file naming conventions? Share them with us in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp