Computer Clean-Up
Do you find yourself guessing which folders a certain file might be in, or scrolling through email trails to find the right one? Give yourself and your computer a break!
Get rid of files on your desktop.
"This is not only about efficiency, but also security. You think, "I've got them on my desktop so I'll know exactly where to find them." But you end up with so many files that it's confusing. Instead, download a desktop search tool so you can search your computer--documents, email, calendar and any other files--for keywords -- that way, you can find anything quickly."
Match your email folders with your computer folders.
"Make sure the mail folder tree in Outlook or whatever email program you use actually mirrors the tree of your Word documents. For example, you might have folders in your Inbox labeled by client, and then by project--your corresponding documents should go the same way. This will make it easy to go back and forth between the two, and you won't have to remember two different systems."
Back up, back up, back up!
"Get in the routine of backing up your files once a week-first thing Monday morning or last thing Friday afternoon. Trust me: You'll be eternally grateful if you ever have a hard drive failure!"
Archive.
"Set your system to automatically collect old files and move them on to a stand alone hard drive once a week. If you don't archive, your computer's speed and efficiency may suffer and--at worst--be at risk of crashing."
Detox Your Office
October 2009
Peter Walsh
CEO
Peter Walsh Design, Inc.
Does finding a specific file at your desk become a laborious task? Do you get easily distracted because of all the clutter around you? Organizational expert Peter Walsh has tips to whip your office space into shape.
Divide your office into zones.
"Each function (filing, emailing, researching, assembling projects, reading, etc.) of your day-to-day activity should have a zone where you keep that type of work only. The object is to keep a clear desk space with only what you're working on in front of you."
Avoid paper clutter.
"Paper pile-ups inevitably lead to disorganization. You'll get a call and then write a note to yourself and put it on top of an existent pile. You end up with all these 'urgent' things that can make you feel overwhelmed. A labeled vertical file on top of your desk is a simple solution."
Set aside non-interruptible work time.
"One thing we did at an office where I worked is put little flags in our pencil cups if we were working on something that required our full attention - this was a clear 'Do Not Disturb' signal to all. By setting aside an hour or two where you refuse to answer the phone or emails and avoid all interruptions, you enable yourself to power through your work."
Don't be slave to the email "ding."
"Block off time for responding to emails. If you stop to read your email every time one comes in, you become like one of Pavlov's dogs, and you never get a consistent period of concentration. Remember, there are very few truly urgent things in this world (unless, of course, you're a transplant surgeon), so don't let the seemingly urgent take precedence over the important."
Be where you are!
"If you're on the phone, don't answer emails at the same time. If you're in a meeting, don't be checking your Blackberry. I think 'multi-tasking' has come to mean divided attention and you can't do your best work. Do one thing at a time and do it the best you can."
Save ten minutes for clean-up time
at the end of the day.
"If you have to invest energy into clearing a space before you can start working--it's not the best way to start the day. In order to approach your work with confidence, know where to find everything and what needs to be done. Order that desktop before leaving at night and start the new day fresh and focused."
Access your computer from home.
"If you have to work from home, subscribe to a service like pcAnywhere or GoToMyPC.com that allows you to access your files from wherever you are -- that way you don't have to worry about organizing a whole other desktop at home or carrying paperwork with you."