When I worked at Barnes and Noble I loved shelving. I think it spoke to my organizer’s heart to put the books on their designated shelf, neatly arranged by author or subject. I’ll admit, I still adjust the books sometimes when I’m in there browsing.
It never failed, though. I’d have a customer looking for a book on slow cooking and we’d go to the shelf, scan the titles but no luck. Then later I’d find the book in question tucked away in another section, hiding between books on World War II.
And it’s worse on computers because when you go looking for a specific file, all you see is Document 1, New Document, Document 1(2), Monthly Report, and so on. Then you have to open up dozens of files to find the one that you’re looking for. Another hour wasted.
But it doesn’t have to be that way. If you’re ready to save time – and avoid frustration – when you’re working, let’s get together and talk about how to make it happen through document organizing.
I have two of the exact same necklace. Not on purpose, mind you, but I received one as a gift after I had already bought it myself. That’s happened before with clothes – I get home with a new shirt and find out it’s almost exactly the same as one in my closet. The same thing happens with computers, too.
We all end up with duplicate files. No matter how hard you try not to, eventually there is an extra copy somewhere in your system. When that happens, you’ve got two options. You can take time out of your busy day to go looking through your files for that extra, unnecessary one, or you can let a duplicate checker do the work for you.
What duplicate finders do I like?
In some cases, you only need to run a duplicate checker once. However, if you have a tendency to download the same file multiple times, or recreate a form every other time you need it, then you might want to make duplicate checking a regular part of your quarterly maintenance.
If you’re interested in more ways to manage duplicates – and save yourself valuable time in the process – let’s get together and talk.
Last week we talked about how Julie Morgenstern’s S.P.A.C.E organizing model can be tweaked to fit a digital world and how you can use it to get your digital world organized.
(Missed the post? Check it out! Missed the first week? Check it out!)
Now that you’ve gotten organized, the hard part starts – staying organized!
Remember, S is for Space, P is for Purge, A is for Assign a Home, C is for Containerize and E is for…
E is for EQUALIZE This means a few things:
1) Put your stuff away! Spend 15 minutes a day to maintain your new system. Before you shut your computer down, make sure your desktop is clear, your downloads folder is empty and your documents are closed
2) Periodically re-evaluate your system to see how it is working for you. Tweak as necessary. In the digital world this means stay on top of your information! When saving a document don’t take the shortcut and save it ‘wherever’. Instead, take a moment to find the right folder. Know that you may need to change how you organize if something isn’t working for you. Maybe an app has updated and now doesn’t do that one thing you needed it to do. Now might be the time to find a new app for that task.
Organizing isn’t a one time task, it’s an ongoing process. Keep the SPACE guidelines in mind as you work on the organization in your digital world. Need help getting started, or help keeping it organized? Contact me and we’ll make it work!
Last week we talked about how Julie Morgenstern’s S.P.A.C.E organizing model can be tweaked to fit a digital world and how you can use it to start getting your digital world organized.
(Missed the post? Check it out!)
Now, it’s time to talk about actually getting organized! Remember, S is for Sort, and P is for Purge, A is for…
A is for ASSIGN A HOME Decide where the items you KEEP will “live”. Remember to make it logical, accessible and safe. This is when we talk about the right app for the right task. You want your client tracking to live in a CRM not necessarily in a task management app. Contacts are best in a content management app, not in an Excel spreadsheet or on scattered pieces of paper.
C is for CONTAINERIZE The art of containerizing is to do it last, not first. When space organizing, this means you don’t want to buy any new containers until you see what you have left after sorting and purging. In the digital world this means folders, folders, and more folders! It’s easy to get carried away when you start organizing and make folders for everything you can imagine. Instead, make a few sorting folders, see what all you have, then make sub folders as needed. The same thing applies to using a tagging system in a program like Evernote. Rather than trying to imagine all the different tags you will need, sort your notes and see what you actually could use.
So you’ve gotten started organizing, gotten organized, and next week we’ll finish up with how to stay organized. If you’ve got questions about taking the next steps with your organizing, just let me know!
How do I get organized? What do I do first? How do I decide what to get rid of?
Those are common questions, especially because so often it’s hard to know where to start. The SPACE model of organizing was made popular by Julie Morgenstern in the book Organizing from the Inside Out
. She used this model to provide guidance and direction for individuals wanting to get their home or workspace organized. Although originally designed to deal with physical space organizing, the same principles she spoke about can be applied to a digital world with just a little tweaking.
The S.P.A.C.E organizing model starts with S…
Password Protection and Peace of Mind
Hackers are out there to steal your information. Once they’ve got it, they’ll sell it to the highest bidder and destroy your identity. Or at least, that’s what the media tells us. There are large corporate breaches, and everyone knows someone who’s had their information hacked. You can’t prevent these corporate breaches from happening, but you can take steps to keep you and your information safe during daily use. How? Well, all the articles tell us the same things:
“Don’t use the same password more than once. Use strong passwords. Change your passwords frequently. Don’t tell anyone your passwords.”
It’s good advice, but how are you supposed to remember all that information? Some people manage their passwords in a written notebook near their computer or in a digital file on their computer. I’ve kept mine in Evernote and had Google Chrome’s ‘Save Password’ option to help me out. But other people choose very simple passwords or use the same password for everything. Fortunately, password managers – LastPass, KeyPass, Dashlane, 1Password – were created to address those best practices we keep getting told.
So what is a password manager?