Without regular maintenance, files and downloads pile up into a mess, making it difficult to find important items and maintain mental clarity.

This isn't surprising, after all, the universe naturally tends toward chaos.

In this 4-step guide, you'll learn how to organize loose files and downloads into PARA folders so nothing piles up in your Files app or desktop.

But before we dive in, what are PARA folders?

The PARA Method

If you already know the PARA method, feel free to skip ahead.

If it's your first time hearing about it, let's help you catch up.

The PARA method is an organization framework for digital information developed by Tiago Forte.

It simplifies organization into four categories: Projects, Areas, Resources, and Archive.

1. Projects: Short-term activities or efforts you're working on.

2. Areas: Long-term responsibilities and ongoing commitments⁠.

3. Resources: Reference materials that interest you but are not related to specific projects and areas, or that can be reused for different projects and areas.

4. Archive: Inactive or completed items from the other categories⁠.

Note that this tutorial uses Mac's Finder app, but the general concepts and steps can be applied to any file manager.

1. Open your File app

First, open your preferred file app or file manager. On a Mac, this would be the Finder app.

2. Create the PARA folders

Next, navigate to where you want to store your files long-term. This could be cloud storage, your desktop, or an external drive.

In this location, create the four PARA folders: Projects, Areas, Resources, and Archive.

3. Add your PARA Folders to the Sidebar

The next step makes it easier to move files and downloads into our folders. On the Mac Finder, you can drag and drop folders to the sidebar section under Favorites.

Other file apps and managers should have similar features to add folders to the sidebar or at least mark them as favorites.

4. Sort your Files into PARA Folders

This last step is your new routine.

At the end of each day or week, sort the files you've collected in your file manager or desktop into one of the PARA folders, or delete them if they're no longer needed.

The earlier you organize them, the easier it will be.

While you might think you'll remember what each file is for, it becomes harder to recall as you work on new files and projects.

Bonus tip: Name your files clearly so your future self knows what they contain without having to open them.