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Anonymous A
on Oct 06, 2024
Global
I want to receive updates regarding this question via email.

Effective email & laptop folder structure?

Hi all, I would like to seek your advice on the best practice of Email folders & laptop folders:

1) Email folders: How would you structure your folders? Would you structure it as To Be Done vs. Done? I have tried this approach but always ended up not adopting the structure as it takes too much effort. Is there a way to better track if the email has pending items?

2) Laptop folders: What would be your way of structuring the folder?

Thanks in advance!

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Alessa
Coach
on Oct 06, 2024
xMcKinsey & Company | xBCG | +200 individual & group coachings | feel free to schedule a 15 min intro call for free

Hey! Interesting question! 

Based on my experience at McKinsey at would suggest you the following: For email, consider using a project-based structure instead of generic folders like "To Be Done" or "Done." This keeps everything related to a specific topic together for easier access. I always implemented action tags to highlight emails needing responses and create a "Follow-Up" folder for those that require action but aren’t urgent. I also, conducted a monthly review to clean up my flagged emails by archiving or moving them to the appropriate project folder. 

Regarding laptop folders, try a functional organization with main folders based on tasks like "Reports," "Presentations," and "Client Work," rather than getting too specific. For projects, I established a folder for each one, with subfolders for different stages like "Drafts," "Final," and "Client Feedback," this enabled me a better tracking of progress. Lastly, create monthly or weekly archives to keep your active workspace clean by moving older files to designated archive folders. 

Maybe some of those strategies also work for you? 

Best, Alessa :)

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Fathu
Coach
on Oct 08, 2024
Ex-BCG Europe/ME/Africa | 50+ offers from MBB, Kearney, OW | Personalized coaching | Free 15-min intro call

Hi there,

Before answering your question on best practice, I would like to emphasize that what works best for you is what you should adopt as best practice for your email and personal laptop folders i.e. if you don’t need a structured system for your personal inbox/files, don’t feel compelled to use one.

If you need a structured system:

  1. For project emails, it’s usually most practical to structure by case modules and / or stakeholder groups. For projects that had been ongoing for months before I joined, I usually also had a ramp up folder with the most useful emails I used to get up to speed
  2. For project folders, it is imperative to have a structure so it’s easy for everyone to know where to find whatever files. Potential structure includes folders such as Admin, Data Analysis, Reference Documents, Internal meetings, External meetings, Case modules.
  3. For personal folders on your laptop, just adopt any method that feels most intuitive for you - it doesn’t really matter


Feel free to let me know if you need additional tips on any of the above points.

Fathu

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Florian
Coach
on Oct 07, 2024
1400 5-star reviews across platforms | 600+ offers | Highest-rated case book on Amazon | Uni lecturer in US, Asia, EU

Hi there,

1) There are a few best practices to choose from. I would recommend you try it out for yourself and see what works best. 

A lot of people I met at McK (including myself) did not use any system. :-)

2) Most of your files are saved on the cloud for the whole team to access. It's usually the EM or a more experienced ASC who sets up the shared team drive. Just look at the naming conventions they employ for folder and files and adopt it!

Cheers,

Florian

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