Ilios Digital Organizing Blog

15 August 2016

Three Ways to Keep Your Data Safe

Although we often think of digital disasters as being a software failure, aka the blue screen of death, there are several other ways we put our digital devices (where our data lives) at risk. These include physical damage from fire/flood/accidental destruction, theft, and malware or a virus. What can you do to keep your valuable information safe?

Back up your data!
I encourage using an online/cloud based backup system because once you set it, the backup will happen automatically. You can also backup on a physical USB style hard drive. However, keep in mind that this item is also at risk for the problems above. Below is a site you can look to for recent comparison of online backup services.  Mozy, Crashplan, and Carbonite are considered the big three. Of these, Mozy is the only service with a free version. My personal preference is Crashplan.
Online Backup Service Comparisons

 

Remember your passwords!
We have so many passwords to remember, along with the recommendation to use ‘strong’ passwords which don’t make sense, that it is nearly impossible to keep all that information in your brain. Many of us trust our computer to remember passwords for us – which becomes problematic when your computer crashes or is destroyed. Below is a comparison of several of the big names in online password managers. They remember your passwords so you don’t have to. Another option is to document your passwords somewhere safe that you can easily reference.
Comparison of Password Managers

 

Sync your browsers!
Chrome and Firefox browsers both have an account option, which means once you are signed in to that browser – regardless of what computer you are on – you will be able to see all of your bookmarks and other settings. This is beneficial because we don’t think about losing all those pages/recipes/online images that we marked as ‘read later’ or want to keep for blog or social media reference. Again, you can do a physical export of the bookmarks to your computer, but this is a manual task that would need to be repeated when you save new bookmarks.

Firefox How To Sync
Chrome How To Sync

If you only do one thing, sign up for an online backup service today – do not delay!

Questions? Need help getting started?

Give me a call!

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Ilios Digital Organizing Blog

6 July 2018

S.P.A.C.E Organizing in a Digital World -pt. 3 Staying Organized

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!

25 June 2018

S.P.A.C.E Organizing in a Digital World – pt. 2 Getting Organized

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!
13 June 2018

S.P.A.C.E Organizing in a Digital World – Getting Started

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…
Continue Reading
21 May 2018

Tech to Go

What’s in Your Bag?

We carry all sorts of things in our purses. Gum, chapstick, wallet, Matchbox cars, old receipts, Tylenol, you get the picture. Your phone is another essential item, but do you keep any other tech gadgets in your bag?  Any items you consider a ‘must have’? As a tech type of girl, I tend to carry a few essentials with me that the average person might not consider, especially in my work bag or when I’m using my computer. So what do I consider essential? Let’s start small.
Continue Reading
4 May 2018

Creating a minimalist workspace

 

In a recent post on Unclutterer Leo Babauta of Zen Habits  has some great advice for minimalism for those of us with a stationary office.  But what about those of us with a mobile office? Or those who regularly use a co-working space to conduct business? You can still apply these principles, with just a little tweaking.
So how do you maintain a minimalist workspace?
Continue Reading
9 April 2018

Keeping your contacts safe

Everyone knows I’m all about backing up your data. But have you backed up your contacts lately?
Your contact list is a highly valued item for an entrepreneur. The first step to being organized is to make sure that all of your contacts are in one place – or attached to one ‘account’. This step includes making sure that contacts, especially new contacts, aren’t being saved to your phone but rather that cloud based account.

 

Once you are organized, you can back up your contacts. If you are using Gmail, Hotmail/Outlook.com,  or Apple Contacts, there should be a menu option that says ‘export’ or ‘export contacts’. Choose to export them in a CSV file.

 

Now that you’ve got the CSV file exported to a safe place (the cloud or as part of your online backup), it’s time to rename it. Most files come as contacts.csv which means nothing when you’re looking for a specific backup. Instead, rename the file with the date and ‘Contacts Backup’. Finally, make sure the file is included in your online backup. Depending on how often you add contacts to your list, backing them up doesn’t need to be more than a quarterly or twice a year task.

 

Having a CSV file of your contacts can come in handy when it’s time to import contacts to a new CRM, mailing service, or other software!

 

Need help organizing or backing up your contacts? Call me and we’ll do it together!

Ilios Digital Organizing Blog

6 July 2018

S.P.A.C.E Organizing in a Digital World -pt. 3 Staying Organized

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!

25 June 2018

S.P.A.C.E Organizing in a Digital World – pt. 2 Getting Organized

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!

13 June 2018

S.P.A.C.E Organizing in a Digital World – Getting Started

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…
Read More

21 May 2018

Tech to Go

What’s in Your Bag?

We carry all sorts of things in our purses. Gum, chapstick, wallet, Matchbox cars, old receipts, Tylenol, you get the picture. Your phone is another essential item, but do you keep any other tech gadgets in your bag?  Any items you consider a ‘must have’? As a tech type of girl, I tend to carry a few essentials with me that the average person might not consider, especially in my work bag or when I’m using my computer. So what do I consider essential? Let’s start small.
Read More

4 May 2018

Creating a minimalist workspace

 

In a recent post on Unclutterer Leo Babauta of Zen Habits  has some great advice for minimalism for those of us with a stationary office.  But what about those of us with a mobile office? Or those who regularly use a co-working space to conduct business? You can still apply these principles, with just a little tweaking.
So how do you maintain a minimalist workspace?
Read More

9 April 2018

Keeping your contacts safe

Everyone knows I’m all about backing up your data. But have you backed up your contacts lately?
Your contact list is a highly valued item for an entrepreneur. The first step to being organized is to make sure that all of your contacts are in one place – or attached to one ‘account’. This step includes making sure that contacts, especially new contacts, aren’t being saved to your phone but rather that cloud based account.

 

Once you are organized, you can back up your contacts. If you are using Gmail, Hotmail/Outlook.com,  or Apple Contacts, there should be a menu option that says ‘export’ or ‘export contacts’. Choose to export them in a CSV file.

 

Now that you’ve got the CSV file exported to a safe place (the cloud or as part of your online backup), it’s time to rename it. Most files come as contacts.csv which means nothing when you’re looking for a specific backup. Instead, rename the file with the date and ‘Contacts Backup’. Finally, make sure the file is included in your online backup. Depending on how often you add contacts to your list, backing them up doesn’t need to be more than a quarterly or twice a year task.

 

Having a CSV file of your contacts can come in handy when it’s time to import contacts to a new CRM, mailing service, or other software!

 

Need help organizing or backing up your contacts? Call me and we’ll do it together!