6 photo organization software habits you must have!

Introduction: If you use photo organization software, do it right!

 

 All photo enthusiasts realize we can all benefit from photo organization software. Organizing photos and streamlining the culling process is essential in this digital age.

But when we first push to use the software we choose, it is crucial to do it right. Because if done wrong, we will live with poorly configured photo-organizing software for the rest of our shooting days, so you must start with the best practices.

This guide gives 6 practical photo organization tips and tricks to take control of your digital photos in any photo organization software.

desk with a tablet, coffee, and camera equipment
Whether you work on a desktop or a tablet, you have to view what you shoot. That is why getting rid of unwanted photos and showing the good photos is so important

Make the most of your photo organization software! 

So, let’s not dilly-dally, let’s get to the list!

1- Have a good photo import strategy (Photo organizing  guidelines): 

Start by importing your photos into the software. You are most likely saying, “I know that”! But you must understand that doing this step well is crucial to good digital photo organization.  So, follow the file organizing principles below, but make sure to classify in folders and collections that make sense to you.

Here are the photo organizing best practices

 

 A – Have a Clear Folder Structure

The foundation of an organized photo collection is a well-structured folder system. Create a main folder for your photos and establish a logical hierarchy of subfolders within it. It would be best if you organized by year, then by month or event.

B – Rename Your Files when organizing photos 

Most digital cameras and smartphones generate file names like “IMG_1234.jpg” or “DSC_5678.jpg.” We can all agree that these names don’t say much. Rename your files to something meaningful.  

Hence, you can include details like the event, location, and date in the file name. Also, remember that most picture organization software has excellent automated photo renaming tools at the import stage.

Excire culling software import interface
Excire offers renaming at the import stage.
C – Use Metadata Wisely

Metadata is tiny bits of information about each photo, such as date, time, location, and camera settings. Therefore, most photo management software allows you to view, sort by, and edit this metadata. So, take advantage of this information to organize your photos efficiently. 

Here is an example of how metadata can be used: A metadata search can make you evaluate whether you should sell a camera or lens. So, let’s say you own four cameras. You can search for which camera model took which photos. You can sell the camera that only took 5% of all your shots while keeping a camera model that took 75%.

Adobe Bridge software metadata column
Metadata can show so many details like focal length, file size, and aperture

*Good metadata starts at the camera level. So, all Camera owners must take the time to make sure that date, time, copyright info, and even GPS data are well configured when you take the camera out of the box. Therefore, I suggest a good camera manual reading is needed for this.

dog running on a beach with the title "Key words are key"
D – Keyword Tagging

Although this is a lot more time-consuming, keyword tagging is a powerful way to categorize your photos. By creating a list of relevant keywords that describe the content of your images, you can tag pictures with that context in their content. 

 

For instance, if you have a photo of your dog playing at the beach, you can add tags like “dog,” “beach,” “summer,” and “fun.” So, tagging helps you find photos based on content even when you store them in different folders.

My thoughts on Keyword tagging in photo organizing software

*I have always known that keyword tagging is a best practice, but it represents too much work for me. In the next three years, keyword tagging photos will be obsolete due to AI anyway. Software like Excire Foto even has text search and automated database analysis, which is automatic keytagging.

Click the image and use the discount code JACOEXCIRE2023 for 15% off

2 – Use your photo organizing software’s automated ranking: 

 

Use your photo organizing software’s automated ranking features to sort and prioritize your images based on your preferences. Functions like automated ranking will help you narrow your selection and focus on the top contenders.

Try ranking manually in the learning process to get an idea of what system you prefer, but embrace ranking automation as soon as possible.

3 – Do  Side-by-Side Comparisons: 

 

Sometimes, the differences in your photos can be very subtle. So, use side-by-side comparison features to evaluate and compare similar images. 

Before you decide to do the time-consuming task of photo retouching, pay attention to details like composition, lighting, and subject matter in your side-by-side comparison to make the right choice.

Side by side comparison interface in Adobe Lightroom
Seeing subtle differences in lighting, model position, and details are easier to see when comparing two photos.

4 – Use Zoom In for the subtleties:

 

Use zooming capabilities to the fullest to examine the details of each image closely. Zooming in will help you identify flaws or hidden gems that might be less obvious. Zooming is very useful in the side-by-side process.

Side by side zoomed in comparison interface in Adobe Lightroom
The devil is in the details. Most software come with a zoom tool. This enables you to get in close

5 – Make it a habit to Rate and Tag: 

 

Assign ratings and tags to your selected images to categorize and organize them effectively. Make sure that your rating system works well for the way you think. So, if your software gives you the choice of flags or stars, and you prefer flags – Use flags. This will make it easier to find specific photos later on.

Bridge interface with photos rated and tagged with colours
I prefer to rate and tag with colours. I barely use stars

*Make sure to do the rating process as soon as possible after photo shoots. I do a rating right after the photo shoot and the other months later when my head is clear

Computer with an external hard drive attaxched

6 – Backup and Archive (It never happens till it happens )

 

Considering that each PSD file in your photo collection took at least 20 minutes to set up, it’s not hard to see how much time is lost with a hard drive crash

So, once you make your final selections and organize your photos well, remember to back up and archive everything after every photo organization session. Good backup practices will ensure that your work is safe and easily accessible in the future.

Bridge interface with photos rated and tagged with colours
I prefer to rate and tag with colours. I barely use stars

*Make sure to rate photos as soon as possible after photo shoots. I do a rating right after the photo shoot and the other months later when my head is clear

Conclusion

 

Having a solid photo organization strategy is a game-changer. Utilizing photo organization tools and practicing efficient photo management can save you time, space, and frustration. So, if you apply these tricks and embrace AI as your photo organization assistant will significantly improve your photo culling process.

These guidelines will preserve your precious moments, contracts, and works of art for years.

About the Author

My name is Jacques Gaines, and I am a photographer, videographer, and copywriter living in Quebec City, Canada. I also have a YouTube channel and an Instagram account dedicated to creation and creativity via my main loves of photography, music, and writing.

To get in touch with me and discuss a collaboration, service needed, or advice, go to my contact page

  • Jacques Gaines looking in a camera pointing upward

    Learning, sharing, and community through photography and music

Check out Jacques’ Instagram page

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