As a data analyst with nearly 13 years of experience, you learn a thing or two about data organization, and those skills easily trickle into file management systems. Organizing our digital data is essential for finding or recalling emails, folders, photos, and more. Basically, you’re helping the future version of you find what you may need down the line.

Imagine a library without the dewey decimal classification system. Finding that textbook on the American Revolution would be a lot more difficult if everything was thrown into a pile, out of order. Book lovers probably couldn’t even dare to imagine such chaos… and yet, millions of people leave their digital workspace in permanent state of disarray.

For a millennia, mankind relied on parchment and other papers to document, plan, or express the happenings of society. You really only had two potential options: burn it or lose it, both of which have some level of intention behind it. Being a physical object, paper requires a much more thoughtful process when interacting with it, unlike the simplicity of accidentally deleting a file on your desktop or mislabeling it so you’d never find it.

Practicing file organization allows you to find what you need quickly.

For some, organizing files, emails, and photos is like an OCD-level satisfying dream come true. For others, it’s a waste of time – but I’m here to tell you, it’s possible and useful!

Sometimes, finding files efficiently in critical or time sensitive moments can be the difference between success and failure, depending on the situation. Can you imagine putting together a wedding album without photos of the bride’s family? Or, what about that funny email an old friend wrote a few years ago that you wanted share once again? Bad file organization is like missing memories in your mind, and if you miss enough, well… you’re simply missing out altogether!

Here are a few ways that you can change your file organization habits for good, and stick to it!

GETTING STARTED

When you are in the process of developing a new file structure, it’s important to design a system that incorporates not only the types of files you are organizing today, but what you may be organizing or using in the future. For the sake of examples, I’m going to use references to music… primarily, George Michael, because why not?

Types of Files

There are seven (7) primary types of files that most people use, excluding essential computer system and software files (e.g. EXE):

• Audio
  • M4A, MP3, WAV
• Archive
  • RAR, ZIP
• Document
  • DOC/DOCX, HTML/HTM, PDF, RTF, TXT, XML, XLS/XLSX
• Image
  • GIF, JPG, PNG, SVG, TIFF
• Presentation
  • PPT/PPTX, ODP, KEY
• Project/Software
  • AI, EPS, PSD, PTX, WPD
• Video
  • AVI, FLV, MOV, AVCHD

Types of Data Components

There are five (5) primary data components you must consider when you are saving or labeling electronic files:

• Subject: The subject or title of the content within document, audio recording, video, photo, etc.
  • e.g. George Michael
• Category: The type, collection, or grouping of content within the file.
  • This is an optional component, but you may find it useful for organizing project files.
  • e.g. George Michael – Live In Concert
• Description: The variation, purpose, or destination (location/event) of the content.
  • e.g. George Michael – Live In Concert – Somebody to Love
• Date: The year, month, day, and even the time of day of the content.
  • e.g. George Michael – Live In Concert – Somebody to Love – 1992-04-20
• Version: The variation of the content, such as multiples of the same or similar files with minor changes.
  • This is an optional component, and is not necessary if there is only one (1) version of the file.
  • e.g. George Michael – Live In Concert – Somebody to Love – 1992-04-20 – Track 1
  • e.g. George Michael – Live In Concert – Killer – 1991-03-22 – Track 2

Each component allows you to create a system that’s easily searchable by email systems, desktop search parameters, and cloud storage systems.

Standard Naming Conventions for Files

When you are developing a system for your digital files, it’s important to create a standard – and stick to it.

Using the primary data components, there are minimally five (5) ways to organize files:

• Format A: Subject, Category, Description, Date, Version
  • e.g. George Michael – Live In Concert – Somebody to Love – 1992-04-20 – Track 1
• Format B: Category, Subject, Description, Date, Version
  • Useful for file systems where there are multiple files under the same purpose, intent, or description.
  • e.g. Live In Concert – George Michael – Somebody to Love – 1992-04-20 – Track 1
  • e.g. Live In Concert – Adele – Set Fire to the Rain – 2011-11-22 – Track 5
• Format C: Subject, Category, Date, Description, Version
  • Useful for file systems where there are multiple files under the same Subject with varying Dates, but you want to organize by chronological order.
  • e.g. George Michael – Live In Concert – 1992-04-20 – Somebody to Love – Track 1
  • e.g. George Michael – Live In Concert – 1991-03-22 – Killer – Track 2
  • e.g. George Michael – Live In Concert – 2014-03-17 – Feeling Good – Track 7
• Format D: Date, Subject, Category, Description, Version
  • e.g. 1992-04-20 – George Michael – Live In Concert – Somebody to Love – Track 1
• Format E: Subject, Category, Version, Description, Date
  • e.g. George Michael – Live In Concert – Track 1 – Somebody to Love – 1992-04-20

Your file system should be based on your personal preferences and/or what you believe should be the most important vs. the least important information. You may find it more important to categorize all of your files by Date first, versus using the Subject.

Additionally, some computer systems allow you to utilize tags on files, but it’s best practice to label your file names according to what information is available in the file itself.

DISCUSSION: How do you organize your digital files and folders?

The breadth of music with vocals is fundamentally rooted in the lyrics and their ability to evoke emotions, tell stories, and leave a lasting impact on listeners. If you want to craft impactful and memorable lyrics that resonate with your audience, try some of these key principles and techniques.

1. Understand your genre.

Begin by immersing yourself in the genre you want to write lyrics for. Familiarize yourself with the stylistic elements, themes, and common lyrical structures associated with that genre. Listen to prominent artists and analyze their lyrics to gain insight into what makes their songs successful.

2. Find the inspiration.

Discover what inspires you within the genre. It could be personal experiences, social issues, emotions, or even fictional storytelling. Draw from your own life or explore different perspectives to find unique angles that will set your lyrics apart. Dive deep into your soul and embrace the madness within.

3. Tell a story, have a purpose.

Every great song tells a story or conveys a specific message. Choose a central theme or idea that resonates with you and aligns with the genre. This theme will serve as the backbone of your lyrics and help you maintain focus throughout the writing process. Or, you could do what Fall Out Boy does and not make any sense at all… that method also works wonders!

4. Create engaging “hooks” or “catchy phrases”.

Hooks are memorable phrases or lines that capture the listener’s attention. Craft a strong and catchy hook that represents the essence of your song. It could be a powerful lyric, a thought-provoking question, or a clever play on words. Hooks create a connection with your audience and keep them engaged.

5. Incorporate imagery, metaphors, and innuendos.

Using vivid imagery and metaphors can elevate your lyrics and make them more evocative. Paint a picture with your words, allowing listeners to visualize the emotions and experiences you’re conveying. Metaphors can add depth and layers of meaning to your lyrics, making them resonate on a deeper level.

6. Experiment with “play-on-words”.

Wordplay adds a playful and creative element to your lyrics. Explore rhymes, alliteration, assonance, and other poetic devices to create a rhythmic and melodic flow in your words. It adds a touch of cleverness and musicality to your lyrics, enhancing their appeal.

7. Have an authentic voice, be real.

Authenticity is the key to connecting with your audience. Write lyrics that reflect your true emotions and experiences. Be honest and vulnerable, allowing listeners to relate to your words on a personal level. This genuine connection will make your lyrics more impactful and resonate deeply with others.

8. Shake it up!

Songwriting is an iterative process, so don’t be afraid to revise and refine your lyrics. Experiment with different word choices, phrasing, and structures to find the perfect balance. Seek feedback from trusted sources or fellow musicians to gain fresh perspectives and improve your lyrics further.

EXERCISE: Using the melody of a song you may already know, try to write new lyrics for the instrumental (think Weird Al, but reinventing “Bad” instead of making a parody of it).