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…
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.
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?
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!
So you have nine million browser tabs open on your computer. Some of them are for projects you’re in the middle of, other tabs are for articles you want to read, or information you need to grab to use later. I would bet some of your open tabs are active tabs – email, calendar, CRM – all of which are great to have open so you can easily check them. But is open tab practice really the best way to manage your information? What happens if your computer suddenly restarts? Windows users, you know what I am talking about! Or what if you accidentally close your browser? I’ve done that more often than I’d like and I bet you have too.
But how do you take care of all these open tabs? The first step is to figure out what you are using the open tabs for. Is this your version of a to-do list? A visual reminder of what you want to work on? Are you unsure where to put the information so you can reference it later? Do you just not have time to read those articles you’ve opened? There are better options for all of these issues!