Document Management Exercise - Creating a Folder Structure
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Doc Management Exercise – Creating a folder structure The planned outcome for this exercise is to produce an agreed list of shared folders and have a better understanding of the concepts and reasons behind sharing files and folders. The exercise is primarily aimed at people who either haven’t used shared folders or are using shared folders with little or no logical folder names and structure. Estimated time for the tasks is 2 hours. Activities 1. Case study – 40 minutes The participants will be split into groups of 2 or 3 and will be given the following • 4 blank meta cards • 4 meta cards with folder names on them • 20/30 Meta cards with filenames/types written on them They will be given time to decide which filenames should go with which folder names. They can place the filename cards with existing folder/share name cards or if they think there is no match then they can write new folder/share names on the blank meta cards. The folders and files should be pre arranged by the facilitator in order that each group will have roughly half files that go into the existing folders and half that will require them to come up with new folder names. It also allows for each group to see how the other managed with the folder names that the other didn’t have. After that they will view each others file / folder choices and, if there are different choices, then discuss why they put the files in the folders they did. Leave the participant organized files and folders on display. They can be useful in the coming sections when participants will identify their own files and folders. 2. Identify files – 20 minutes The participants will, individually, identify around 10 document names / document types that they have created in their day to day work (specify recent but give the option to include any that the participants want to) and think about which workmates / departments / organisations will also use / view / modify the file. They will write these down on flip chart paper and hand to the facilitator. Who will then put them up on the wall of the training room. 3. Organize files – 1 hour The participants will focus on the flip chart paper with the filenames they identified in section b) and will organize them into groups of shared folders. There will also be a non shared group for files that the participants think should not go into a shared folder.
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Training notes for a short workshop to raise awareness of logical structured document sharing. Aimed at small organisations / groups who at present have little or no structured / networked document sharing systems.
Transcript of Document Management Exercise - Creating a Folder Structure
Doc Management Exercise – Creating afolder structure
The planned outcome for this exercise is to produce an agreed list of shared folders and have a betterunderstanding of the concepts and reasons behind sharing files and folders. The exercise is primarilyaimed at people who either haven’t used shared folders or are using shared folders with little or nological folder names and structure. Estimated time for the tasks is 2 hours.
Activities
1. Case study – 40 minutes
The participants will be split into groups of 2 or 3 and will be given the following• 4 blank meta cards• 4 meta cards with folder names on them• 20/30 Meta cards with filenames/types written on them
They will be given time to decide which filenames should go with which folder names. They canplace the filename cards with existing folder/share name cards or if they think there is no match thenthey can write new folder/share names on the blank meta cards.
The folders and files should be pre arranged by the facilitator in order that each group will haveroughly half files that go into the existing folders and half that will require them to come up with newfolder names. It also allows for each group to see how the other managed with the folder names thatthe other didn’t have.
After that they will view each others file / folder choices and, if there are different choices, thendiscuss why they put the files in the folders they did.
Leave the participant organized files and folders on display. They can be useful in the comingsections when participants will identify their own files and folders.
2. Identify files – 20 minutes
The participants will, individually, identify around 10 document names / document types that theyhave created in their day to day work (specify recent but give the option to include any that theparticipants want to) and think about which workmates / departments / organisations will also use /view / modify the file.They will write these down on flip chart paper and hand to the facilitator. Who will then put them upon the wall of the training room.
3. Organize files – 1 hour
The participants will focus on the flip chart paper with the filenames they identified in section b) andwill organize them into groups of shared folders. There will also be a non shared group for files thatthe participants think should not go into a shared folder.
As the exercise progresses the participants will gradually identify shared folders for the filenames togo into. Modify and challenge shared folder names as you go. Use 1 or more sheets for theidentified shared folders.
I have found that it works well to classify the identified folders and sub folders as 1, 1.1, 1.2, 1.1.2, 2,3, etc. These ‘index’ numbers can then be written alongside the files that they identified previously.
As the filenames are placed in folders , if there are different choices, discuss why they put the files inthe folders they did.
Planned Outcome
The group will identify actual shared folder names that will be setup on the office computers by theIT officer. And it will be each persons responsibility to move files to the relevant shared folders.
It will also be beneficial to leave the flipchart paper with the files and newly identified folders in aprominent place in the organisation for a couple of weeks after the training so that people can addmore files and folders. Also this will keep the exercise fresh in the minds of the staff.
As shared folders are created I recommend mapping network drives to them on all computers andalso creating shortcuts to the network drives on each computers desktop.
Stress the importance of the shared folder system in terms of organized file and data sharing. Andas a pre-cursor to implementing a backup system.
If people are worried about file security then possibly explain password protecting of files. This is notthe ideal method as passwords can be forgotten but in the absence of individual computer accountsit is the next best thing.
Created by Neil Johnson, 2008
