Having a clear method for naming and organizing documents is crucial. Handling documents in a logical and structured manner makes it extremely easy to locate documents and makes it very difficult to lose something. It also help other people navigate their way through your documents when necessary (e.g. when you are passing on materials to someone taking over your class).

The method I use is to name documents from general to specific and to use that same format for the heading of documents.

The screenshot below is from a unit I am developing for DP English A Language and Literature. The unit is on Samuel Taylor Coleridge’s “The Rime of the Ancient Mariner.” From left to right below you can see the file name indicates the class, the name of the unit, booklet #, booklet name, cohort (N2021 = November 2021), unit number (u5) and document version (v4).

Also, the structure of the folder is simple and clear. The same format is used for my other unit folders. Only documents specific to “The Rime of the Ancient Mariner” are kept in this folder. Other files (e.g. worksheets on transitions usage, structuring essays etc) are kept in separate folders.

The information from the file name is placed at the top of the document in the same order. This makes it extremely easy for students and teachers to keep track of everything. The screenshot below is from the header of a student handout:

The information in the head in the same information in the same order as the file name.

The blacked-out sections above are the dates from the previous cohort. I put the information on the documents for myself so I can gauge roughly how the class’ progress compares to the previous year. This is not information that is necessarily helpful to the students so their copies of the handout have last year’s dates hidden.

Categories: Organization

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