Are you feeling digitally cluttered? Are you feeling overwhelmed by the information overload and the stress of keeping all those different types of technology. Most everyone you speak to admits that their computer files are in a mess and typically it’s the last thing we get to because no-one can see it. But if you’re finding you’re spending hours trying to find that document you know you had or promising to print a special photo that seems lost in the mess, here’s some tips to get you on the path to digital organisation.
First of all, you will have to invest a few hours to initially get organised. But as with most things organizing-related, once you’ve put in the investment it will only take a few minutes each day to ensure that all of your computer files are in order and are, most importantly, protected.
Computer Files
If you are in a business, strive as much as possible to ensure that your computer files mirror your paper files. Firstly, delete any old or obsolete files and then create the same categories and folders as your paper files. Agree on a structured corporate filenaming system so that all files can be easily found by every staff member.
For home computers it is also important to categorise into different areas – Finance, school project, etc. Avoid too many multi-layers of folders which can become too confusing and complex. Carry out a routine cleanout of old and unused documents.
Backup & Computer Maintenance
I’m sure we’ve all heard horror stories of individuals and businesses losing files due to poor or no backup and we almost shudder when we hear it. So I can’t stress enough that having a system in place for backup is extremely important, especially for those businesses who have decided to go paperless. Documents must be securely stored and in a searchable and retrievable format. Put in place an automatic backup system or schedule it into a reminder system. Don’t put it off.
Besides backup don’t forget maintaining your computer to ensure it runs at its full capacity. Ensure that your anti-virus software is up-to-date and is programmed to run automatically on a daily basis. Run full scans and defrags weekly to monthly.
Email Inbox
Deal with your email messages as soon as you receive them. Immediately delete the junk and deal with your emails as soon as possible. Again, create folders in your email package that mirror your paper and computer files. Create e-mail rules to file and manage your messages automatically. For example, you can create a rule to send all messages from a particular client into their own folder. You could create a folder called ACTION into which all of the emails that you need to deal with can sit until you have the time to do it. Once you have actioned the emails they can then be filed according to your filing system.
Digital Photos
Having digital cameras has certainly added to our digital workload. Getting around to downloading the photos, putting them in order and somehow finding time to work out what needs to be printed takes up an enormous amount of time. The choices for filing digital photos are to create a category called “Photos” and then sub-folders that are named after the special event that the photos were taken or the date on which they were taken. Consider uploading the photos to a website for further protection – there are lots of different online companies that provide this service.
Tip: Create a folder titled “Photos to print” so that next time you receive a great offer to print photos inexpensively, they are all in one place and can be easily uploaded to the supplier’s website and sent off.
Clean out your contacts
Remember to keep a tab on your current contacts. Go through them two to three times a year and update as necessary. There is no point in having digital contacts it they aren’t up to date.
Internet
If you regularly do a lot of web surfing your, Favourites folder may be bursting at the seams, so give it a clean out. Regularly delete Temporarly Internet files to remove all temporary files and clear the history. Create folders in the bookmark section of your internet according to different topics – Shopping, Kids sites, Technical support etc. so it’s much easier to navigate.
Author Bio: Lisa Arnell is a Professional Organiser and member of the Australasian Association of Professional Organisers. She is passionate about educating others about the financial and emotional benefits of being organised and is a regular guest on local and national radio, where she equips others with organising strategies. To learn more about Lisa visit www.opoa.com.au.
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