15 September 2020

4 Steps to Organized Files




Are you ready for more organized files? Is it time to stop searching, and searching, for that one document you need right now, but can never find. How many times are you going to recreate a form because you can’t find the original? It’s frustrating and all that searching is just wasting time you could spend doing something you actually like to do. (unless you’re me, who loves organizing files 🙂 )

So now’s the time to get organized! Check out my Four Steps to Organized Files. It seems like a lot of information, but don’t worry, you don’t have to complete the process in a single day. Instead, take 10 – 15 minutes a day to tackle the folders and files and before you know it, you’re on your way to a better organized system that allows you to be more productive (and gives you more time for you!).

Let’s get started!

Step 1: Determine Your File Structure

How do you want your files to be arranged? Are you separating business from personal files? What about your financial files? Are they different for business versus personal? A flat structure – one with fewer subfolders – is the best place to start.

When you are first determining your file structure, think big categories like Marketing, Continuing Education, Financials, etc. As you add files into these folders, you will begin to see where you need subfolders. Don’t worry about getting your structure right the first time. Your file structure is a living document that gets fine-tuned as you go.

Step 2: Gather Your Files

 Where do your files hang out? You might be surprised how far-flung your documents are. Check out your cloud storage sites like Dropbox, Google Drive, (don’t forget OneDrive!), current and old computers, USB drives, external hard drives, and wherever else you can think they could be hiding. Don’t forget to check for documents you may be sharing with someone else. 

Step 3: Find Your New Home

Once you’ve got all your documents accounted for, determine what is going to live where (and if there is actually room for those documents there). It may not be realistic to have everything in one location. Cloud storage offers you easy access regardless of where you are, but many people are only on one computer, so remote access isn’t that big of an issue.

Do you need to share documents with others? This may be another reason to consider cloud storage in addition to or in place of computer storage. Regardless of where you put your documents, make sure they can be backed up for the greatest security.

Step 4: Move Documents

You’ve created your structure in the new location, now is the time to move your documents. Don’t forget to be cautious with those shared documents in cloud storage. These are ones you might not be able to move right away or be able to move at all based on how and who is doing the sharing. Once you have your documents moved to their new homes, make sure your backup system is in place to provide peace of mind and protection for all that hard work you’ve done!

You’re done! How’s it feel to be in charge of your documents, rather than letting them run your day? Better good, right? Now it’s time to keep up what you worked so hard to achieve. Make sure you are creating and saving documents in the ‘right place’.

Do you have time for an extra step? Run a duplicate file finder program. Check out an earlier Ilios Blog Post for suggestions!

Need some assistance organizing your files? Looking for more in-depth instructions on how to get started? Let’s talk! Schedule your Discovery Conversation today!

8 September 2020

Are you a Paper Piler or a Document Filer?




When it comes to organizing papers, people generally fall into two categories – the pilers and the filers. Filers tend to put papers away in cabinets/drawers, while pilers stack their documents where they can be seen and remembered.

There are benefits to both ways of life. Those who pile like to say there is an organizational method to their madness. For many people, having information out where you can see it and easily access it is key to their productivity. 

However, for filers, these piles can be distracting. They may function best when their work station is clear of documents and other papers. To recall things, filers rely on a carefully created file structure and hierarchy. 
Regardless of which way you manage your information, take advantage of well-labeled folders or binders, as well as a solid organizational structure to increase your productivity.

When creating labels use words you know and understand. Don’t label something Auto if you refer to it as Car or Toyota. The best label choices are the ones you use most frequently. I tell clients that they should use the first word that comes to mind when they are trying to find something. If you have to look in more than one location for a document, considering moving it to the first place you looked, even if it doesn’t fit ‘conventional wisdom’. 

When it comes to organizing your papers, filers often take advantage of traditional file cabinets or smaller file storage boxes. Pilers may find stacking boxes like these at the Container Store helpful in managing their information. Remember, the best system is one that works for you so don’t be afraid to try different configurations till you figure it out.

If you want more help getting your files in shape, let me know! Schedule a Discovery Conversation and we can talk!

11 August 2020

Computer Cleanup Challenge – Email




Is your computer bogged down with too many icons and too many bookmarks? Are there files and documents everywhere but where you need them? Is all that junk getting in your way and slowing down your productivity? Maybe it’s time for a computer cleanup!

Join me this month as we clear away the clutter and streamline our computers!

Week 2: Email

If you have over 100 emails unread – you’re not alone!

To start the cleanup process, go through your inbox and mark all the emails as read. Then scan each email starting with the most recent.

Read the email once and decide right away – action item, reference item, trash item. Need details on how that all works? Check out the series I posted here about email management –

When cleaning up, tackle your email in 5 or 10 minute chunks – don’t allow email cleanup to monopolize your whole day. Remember, if an email is more than a month old, there’s probably no urgency with it.

Once you’ve got your email cleaned up, remember to tackle incoming email with the same question – action, reference, or trash. Asking the question, and acting on it, will help you stay on top of email clutter. 

Join us next week when we talk about maintaining a clean desktop. 

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4 August 2020

Computer Cleanup Challenge – Contacts




Is your computer bogged down with too many icons and too many bookmarks? Are there files and documents everywhere but where you need them? Is all that stuff getting in your way and slowing down your productivity?

Maybe it’s time for a computer cleanup!

Join me this month as we clear away the clutter and streamline our computers!

Week 1: Contacts

When working with contacts the first step is to remove any duplicates or combine them to create a more complete entry. This includes finding those entries listed as ‘Lisa’ or ‘Joann’ and completing the entry with her entire name.

Are your contacts in multiple areas like your computer, your phone, your paper calendar? Take some time to go through and consolidate those multiple lists into one location – ideally an online account like a gmail account or iCloud account. Consolidation will help with the duplicates and make it easier to find someone when you need them.

Don’t forget to make sure your phone contacts are set to sync with your online account. This prevents contacts from being saved only on your phone. 

Join us next week when we talk about everyone’s favorite subject – organizing your email!

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9 July 2020

My Favorite Organizing Books




Not everyone is born knowing how to organize. Just like so many things, it’s a skill you develop. So where do you start when you’re ready to declutter and get organized? Here are three of my favorite books on organizing:

Julie MorgensternOrganizing from the Inside Out

It’s a classic for a reason, and many consider it to be fundamental to the organizing world. Julie takes you from step one to finished project.

Barbara HemphillOrganizing Paper @ Home

Even as we move to a more digital world, we will probably never be paperless. In this book, Barbara tackles the goal of paper – less and how to organize both papers and memorabilia like photos and family records. 

David AllenGetting Things Done

David explains the GTD method, which is a great way to organizing your information. However, I do recommend people Google GTD and look at some of the basic diagrams and graphics to get an idea before you tackle the book because it is a dense read if you are coming at it cold.

How about you? Do you have a favorite book on organizing that you’ve bookmarked or underlined? Let me know!

Not into the DIY? There’s an organizer for that! Schedule a call with me to learn more. Or check out napo.net

4 July 2020

App Review – RescueTime




Purpose: RescueTime software automatically tracks your digital activity to provide a clear picture of how you are spending your time. RescueTime works in the background to track what you do and where you go – websites, software, apps, etc. – with the goal of taking you from overwhelmed to focused and productive. 

Benefits: One of the greatest benefits of RescueTime is that it can track online activity as well as desktop activity – time spent on apps such as Word or Photoshop. This means you get a detailed report on where your time goes. In RescueTime you can adjust the settings to indicate certain sites/software as productive while other sites are non-productive. This means that I can mark LinkedIn as productive rather than it being categorized as just another social media site.  

Cost: $0, $9/mo

Opinion: RescueTime is good for keeping me aware of how much time I am spending on non-work activities. Which is usually more than I need to. But it is also helpful to see what I actually accomplished during the week. Sometimes it can feel like I got nothing done, and RescueTime shows me that it isn’t exactly true. I love that it tracks desktop as well as mobile activity. We spend so much time on our mobile devices – both doing work and goofing off – that it’s vital we track the activity to get a clear picture of our day. Another cool RescueTime feature is the ability to block a site or activity for a certain amount of ‘focus time’ to make sure you don’t get distracted.

Need help getting organized?

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