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Set-Up Computer Folders

Time Management

This is a practical tutorial that’ll show you how to set up folders on your computer to keep track of your jobs as they are performed.

As this tutorial is aimed at Videographers and editors I have called the folders:

   1/ Quotes, 
   2/ Bookings, 
   3/ Active jobs, 
   4/ Jobs-in-review, 
   5/ Completed jobs,
   6/ Archived jobs.

 

 

Change the names if you wish, but keep the numbering system as you will see this will keep them in the correct order on your computer.

By the way, if you want to see how to change the folder color on Mac click the I above for a video that shows how.

You don’t have to be a videographer as the system works for any business.

Let’s look at the Folder system and how it works.

The 1st folder - “Quotes” will have a NEW Folder for every NEW Job. 

As I mentioned earlier the numbering system keeps them in the correct order on your computer.

This is important to note. It doesn’t matter whether they relate to a current or a new customer - because everything is JOB related. Best to allocate a job number and the name of the job - over to you.

Always have an empty folder in the “Quotes” folder with a number, then create a new folder and increase empty folder number by one.

Right-Click and Duplicate

Increase the top number, change the name of the lower folder to the new job name

You’ll see an alternative way and how I allocate consecutive job numbers in my email app, in the Email tutorial. 

The job folder holds everything related to that job. In this case the Final Cut Library Bundle and the folder where the camera footage has been saved as well as a folder including “B” Roll from a Stock video site, and music and text files.

In fact, everything related to that job.

Once the job is booked the whole job folder is moved from the “Quotes” folder to the “Bookings” Folder.

Once it becomes an Active Job, it is moved to the “Active Jobs” folder and so on.

The principle is that at any time you can see what the progress is for any job and have access to all of the material related to that job.

The only folder that doesn’t need a job folder inside, is the “Archived” folder.

It simply has a Text file with a list of where the previous Job folders have been archived, with the name of the archive disk and the date it was archived - plus a location if it’s off-site.

As an aside, let’s be clear, you should be aware of what is NOT in this folder. There’s none of your Correspondence - emails are retained in your email app using the same Title categories, with the same job Naming/Numbering system as on the Computer. 

You’ll see in the next tutorial how you can allocate job numbers in the email app first. I allocate numbers in the email app, as I find that my new jobs most likely arrive first as an email exchange.

Just a quick comment here, about SMS, What’s App and Facebook Messages.

I find it really quite confusing when trying to remember what conversations were about or even what message Application they were recorded in.

My answer to this is to copy the conversion text and open a text editor, paste and then drag the file into the job folder on your computer.

The beauty of this is you don’t need to add annotations as just by copying it will include the names of the parties in the conversation as well as the time and dates.

If you want to add further conversations to the text file, select it in your job folder and paste in the new text.

I’ve used this system for all my filming and editing life and find it a simple and straight forward process to easily keep up-to-date and understand what’s happening.