Make Working Files Easy for Another Person to Find

Choose a small set of files

Start with a fictional collection that represents one piece of work. Identify the working documents, reference material and completed outputs. The aim is to help someone find the right item without asking the original creator every time.

For example, a learner organises session plans, draft handouts and feedback notes. The exercise uses invented contents. It does not require moving or deleting live organisational records.

Create a meaningful structure

Use a simple arrangement based on the work and the people who need it. Choose clear folder and file names. Google Drive guidance describes naming conventions and folders as ways to organise files; the exact arrangement depends on your context.

Agree what belongs in each location. A folder called “Miscellaneous” can hide important differences, while a very deep structure may make everyday work difficult. Begin with a few meaningful groups and refine them after a practical test.

Distinguish location from access

Check who is allowed to organise the files and who needs to find them. A neat folder structure does not change the permission requirements for its contents. Follow the approved process before moving shared work.

Google Drive notes that moving items depends on permissions. Where you lack authority, record the proposed change and ask the responsible person. Do not reorganise another person’s folders as an informal experiment.

Test and improve

Ask another person to find a specified practice file using only the agreed names and structure. Record what they tried, what confused them and which item they believed was current. Use the result to refine the arrangement.

Download the workbook and record the naming rule, folder purpose and test result. Retest after making a small improvement. Keep archive, retention and deletion decisions within the organisation’s rules rather than treating this exercise as permission to discard files.

Source and practice note

This is an original RDE practice exercise. The linked official guidance provides product context; the planning approach and fictional examples are RDE learning material. Follow your organisation’s approved tools and information-handling procedures.

Read the official product guidance

Cover image: AI-generated illustrative scene created specifically for this resource.

Download and complete the exercise

Read or print the PDF

Download the editable Word document

Printable PDF and editable Word document. Version 2.0, 8 October 2026. Personal and internal organisational adaptation permitted with Jefferson Otonbara Imgbi author credit retained.