9.6. Common Problems and How to Avoid Them
Even with the best intentions, disorganization can creep in. Let’s look at some common document issues—and how to fix them before they become habits.
| Problem | Example | Solution |
| Lost files | “I swear I saved it somewhere; I just don’t remember where.” | Use a clear folder structure and consistent file names. Save regularly while working. |
| Duplicate files | “Charter_v1”, “Charter_v1_new”, “Charter_realFINAL” | Use version numbers or dates consistently. Rename older files and delete files that are no longer needed. |
| Multiple copies | The team saves the same file in several places, just in case. (email, cloud, USB, desktop, printed) | Agree on a single location for the final version of all files. |
| Poor file naming | “ImportantNotes.docx” or “KeepThis.xlsx” | Determine and follow a naming convention that includes the information your team has deemed relevant. |
| No backup | Files saved on a single password-protected computer | Use a cloud storage system that is accessible by at least two employees and has a backup to a secure server, if possible. |
Are there experiences you have had with document naming/filing that you would add to this list of common problems? What would you suggest to peers and colleagues to prevent that from happening again?
Checklist: Are You Staying Organized?
- Files have meaningful names.
- You (and your team) know where to find things.
- Old files are archived or deleted regularly.
- You’ve backed up your important documents.
- You know who has access to what.
It’s not about being perfect—it’s about building small habits that save time and reduce stress.
