We’ve all been there. You need a document. A simple, foundational document, one that’s clearly and obviously essential to the project, meeting or customer. It should be a single, perfectly-maintained foundation of the workflow. Instead, you have at least three versions, with increasingly incomprehensible filenames. So does everybody else in the team. They aren’t the same files, and they aren’t the same filenames. And none of them are the latest version, especially the ones called LATEST.

The real latest version has a filename too long for the computer to display properly, and is sitting on the desktop of whoever hosted the last meeting. Your inbox, chats DMs and My Documents folder end up clogged with the ex-files: the lost and the cast-off budgets, presentations and contracts, rendered obsolete but never properly tidied up. The filenames tell the story: every version number a new stakeholder, every set of initials a sign of who tried and failed to bring order, every FINAL a statement of misplaced hubris.

Bloated, nonsense filenames are both a bad look and bad for your business. Nobody enjoys the frisson of shame that comes from sending a key client or manager a file with the shameful scarlet-letter suffix of (1) or beyond. It’s even worse to experience the cold sweat of being put on the spot mid-meeting when you either don’t have the right information, or are forced to spend agonising, seemingly-infinite minutes shuffling through versions trying to find it.

Beyond those awkward, sweaty silences each dud title makes a project that little bit more cumbersome when you return to it. Either you’re sifting through drifts of previous versions working out which one was the genuine, final, approved iteration - the Last Modified date should tell you! But what if it auto-saved the wrong version and you didn’t notice? - or, more likely, you give up and go back to the email thread and save the latest copy again, adding yet another layer to a deep and unfathomable strata. The next meeting runs longer, the next status update takes longer to create, the frustration builds a little higher.

Every stupid name and confusing version means more wasted time. Trying to solve it manually wastes even more. Root-and-branch tidying up takes hours, invariably of unpaid overtime, and buys at most a few precious weeks of order before the rot creeps in again. Centrally-defined filename conventions, enforced by management or IT policy, give an alluring sense of solving the problem but never survive first contact with remote working. 

Both approaches are simply papering over the cracks in a foundational problem, exposed in our latest webinar The Folder Illusion: traditional folder-based filing systems are fundamentally incompatible with the modern office. They’re high-maintenance burdens on your staff and your workflows, requiring manual work to capture and share every edit. Each FINAL appended to a filename is not only an act of hubris, but a symptom of the problem. You shouldn’t be using filenames or even folders to track progress, you should just have a truly centralised solution that tracks everything for you.

Workiro delivers the purest, most efficient solution to this problem. There is simply a single filename - created to central specification, if required, and applied centrally by Workiro’s AI tools - that serves as the single central record for every team member and every SaaS platform they use, from Office365 to NetSuite.  The contract with United Widgets is simply “United Widgets Contract” from the moment it’s created, with all comments and edits tracked until the moment it goes to the client for secure, one-click signing.

There are no more FINAL FINALs, no bracketed numbers, no nonsense suffixes or incorrect dates. You’ll never find yourself shovelling through abandoned filing systems, unable to find the information you need. Instead, every key file is present and correct right there in the tools you’re using every day - no new training required. Our clients tell us the impact is transformational - to find out how Workiro can transform your workplace, contact one of our specialists today.