Don’t Be a Slob: Organization, Part 2

(As previously seen on the HelaWrite blog.)

I’m continuing with the theme of organization, which I wrote about yesterday. Today, I want to focus specifically on digital organization. As the “age” of the Internet has become the norm rather than a breakthrough, all things digital are here to stay. That being said, it is easy to become a digital hoarder. (Think: Pinterest.)

Though it’s great to have so many resources at our fingertips, digital clutter can become just as overwhelming as physical clutter. Here are some easy things you can do–this week–to diminish those megabytes of crap, and find zen with your computer.

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     1. Stop hanging on to old e-mails.

  • I personally don’t understand those of you who have over 1000 e-mails in your inbox. Why? If you MUST save an email, archive it or forward it to Evernote for digital filing.

 

  • E-mails should read and deleted; read, replied to, and deleted; or deleted right away if it’s spam. Out of 2 e-mail inboxes, I currently have 5 e-mails. That’s it. And the only reason I don’t have inbox zero right now is because each email sitting there is something I must take care of tonight or tomorrow (they’re each flagged as reminders). Otherwise, they get filed in Evernote or a Gmail folder, or sent to the trash.

 

  • Deleted/trashed e-mails should be permanently deleted at the end of every month. Just get rid of it!

 

  • Delete spam every day or every week. It doesn’t need to be hanging out in your spam folder until the zombie apocalypse.

 

  • Unsubscribe from junk or e-newsletters that you don’t read/care about/use/etc. This can take a while, especially if you’re addicted to subscribing to every shoe deal that comes your way. When I unsubscribed from irrelevant e-newsletters, it took me about 6 weeks–but I did it! My inbox is a much happier place.

    2. Keep your contacts updated.

  • Check your contacts every 3-4 months and keep them updated. You may have 5 Jims in your contact list, all without last names. Don’t be the guy who has to call all 5 of them in order to find the right one.

 

  • If you still use a Rolodex… Just. Stop. Seriously. Rolodexes are like pudding pops. Do they even make pudding pops anymore? (Cue Jimmy Fallon’s Real Housewives of Late Night parody here.) Transfer your contacts to a contacts app (or similar) and never lose track of contacts again! You can even sync contacts apps with your smart devices. (I’m still trying to get my mom to do this, but she really loves her old skool address book…)

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     3. Overhaul your computer documents.

  • Consolidate similar documents and put them into folders that make sense. For example, in my HelaWrite (business) folder, I have sub-folders like: “Clients,” “Payments,” “Quotes,” and “Marketing.” (To name a few.)

 

  • Purge/delete older versions of the same file. Do you have 20 documents of your resume? Just keep the one that is updated and get rid of the rest.

 

  • Do you still have files/documents that you need but don’t use often? Use Dropbox! I have the desktop plugin and LOVE it! I don’t have to sign in on my web browser to access it; I simply open it up on my desktop and drag and drop files I need to keep but don’t use often. Try it out if you don’t yet do this.

    4. Check other storage/backup apps/devices.

  • If you use Evernote as often as I do (which is on a daily basis), chances are that you have a lot of notes that need to be deleted or moved to another folder. Look through all your notebooks and get rid of what you don’t need. Add tags to tagless notes. Put a deadline on notes that you want to read (like helpful articles).

 

  • Also check apps like Dropbox (mentioned in the previous step) and get rid of files you don’t need anymore. Leave shared folders that you don’t need to share anymore, too. You’ll be surprised at how much space you can free up and use for more important things.

 

  • And the CARDINAL RULE of all things digital: you MUST–absolutely MUST–have backups of your files. And I’m not talking about a little USB drive (unless it has some serious GBs). I’m talking about an external hard drive PLUS Dropbox PLUS Evernote PLUS Google Drive… in other words, do what it takes to protect your stuff in case of a loss. 10 years ago, my laptop was stolen, and had I backed up all my files, I would have cried less. Lesson learned. I back up my files at least twice a week now, if not more. You should do the same.

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There is, of course, so much more you can do to become digitally organized, but I’m not trying to overdo it today. If you can get through the steps above, I’m sure you’ll have more ideas in regards to other digital arenas in your professional and personal life that need some T.L.C.

Can you think of further digital organization tips? Do you want to share? If so, please feel free to leave a comment.

Don’t Be a Slob: Organization, Part 1

(As previously see on the HelaWrite blog.)

It’s the last quarter of the year, and most of us can’t even remember the great resolutions we made at the beginning of the year. Though you may know how I feel about resolutions (I prefer setting goals instead), being in a mind-frame of wanting to change habits is a good thing. Why? Because this post is about changing the habit of being messy (or a clutter-bug). 

Spring isn’t the only time to clean out your attic (etc.), so don’t put off a good thing until later. NOW is the time to make a change, specifically with your office.

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Let’s get physical. And by physical, I mean: Let’s explore some ways to physically de-clutter your work life, step-by-step.

     1. Make a list of essentials.

  • What/how many office supplies do you need? Do you need 15 Sharpies, or 5?
  • Do you need a new chair or desk? Is it time to say goodbye to furniture on the cusp of death?
  • Do you need a smaller/larger bookshelf? Do you even need one at all?

     2. Make the switch to digital filing.

  • Trust me: you do NOT need a ginormous, physical file in this day and age. Scanners and even cameras on our smartphones have made life so much easier. Scan and upload important documents, then shred the physical copy. Make sure you have 2-3 backups!
  • Evernote, Dropbox, and Google Drive are some great places to use for digital storage.

3. Speaking of digital filing: Purge old files.

  • I try to purge my files at least 2-3 times per year. It makes a huge difference, since I only keep a small file container.
  • You should keep your tax returns and old pay stubs for at least 3-7 years, depending on how you filed. (I personally keep all my records for 7 years, just in case.) After that, shred them.
  • Archive prior years’ files (that are still important) by either making them digital OR physically file them in a secondary storage container. I keep both my current and archived storage containers up-to-date.
  • Shred junk. You know what I’m talking about: Those old papers you thought were super important (like those notes from college Statistics that you swore you’d need 10 years later) and recycle them, or shred them if they contain sensitive and private information.
  • Shred old bank/account statements and credit/insurance/school/etc. cards. Statements from years prior can now be downloaded in seconds from most financial institutions, so stop hoarding them!

      4. Make your space presentable.

  • Sure, some of us thrive in chaos and we like a little “creative clutter.” But what about all those times you couldn’t find your favorite container of glitter paper clips? Or that time you spilled your third cup of coffee all over your client’s contract? Find what works for you, but don’t be a slob and keep things tidy.
  • Make your space your own. Make it a functioning, feng shui space in which you actually like to work. Chances are, you’ll increase your productivity.

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     5. Donate anything useable that you don’t need.

  • I think this one is pretty self-explanatory.

     6. Update your resources.

  • Do you have important reference books that are out of date? Donate/sell your old ones and buy the latest edition as needed.
  • Make sure your reference charts are up-to-date as well. An example that comes to mind is a chart/poster that serves as a quick reference for formatting (i.e. MLA, Chicago/Turabian, APA, etc.).

Tomorrow, we’ll look at digital organizing–FUN! Be sure to come back for that topic.

Are there other organizing/purging tips you have that I didn’t cover in this post? Feel free to leave a comment!

Don’t Make a Resolution; Set Some Goals

(As previously seen on the HelaWrite blog.)

I’m not a big fan of making resolutions, but I am a big fan of setting goals. And a new year is the perfect time to do so. Resolutions are typically outcome based, whereas goals can help us change behavior and habits in order to reach them. Thus, goals can help to create better behavior. (Plus, barely anyone keeps a resolution anyway.)

First World Probs Resolutions 

There are, of course, many ways to set goals, but keeping it simple is a good idea. In my attempt to keep things simple while also trying to be clever, I’ve come up with an easy way to set healthy and achievable goals—both for individuals and businesses: The HELA Way. (I hope that at least elicited a chuckle.)

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Here’s how I break down The HELA Way:

 

  • Health
  • Education
  • Love
  • Actualization (Spirit & Self)

 

It’s been a habit of mine, every new year, to set 4-5 achievable goals, by using wisdom literature as my guide. The categories in which I develop goals are universal: physical, knowledge, relationships, and spiritual/self-growth. Keeping to this particular pattern has helped me to reach my goals just about every year. Plus, I am constantly reassessing and measuring my progress.

 

Here’s an explanation of what The HELA Way means, and how you can apply it in your own life:

 

H is for HEALTH. If you don’t have your health, you can have everything else in the world and still be miserable. Health truly is everything. What goal can you set for your health in 2014? What do you currently do for your physical well-being that can simply be improved upon?

 

For example, if you work out twice a week, see if you can add one more day to your regimen. One more day a week adds up to 52 more days of working out during the year. Or perhaps you don’t work out but know you need to move your body more. What would it look like for you to start walking for 10 minutes a day, 2 times a week?

 

Physical well-being is crucial to being creative and productive, but you don’t need to be a body builder to achieve good health. Again, keep it simple and build upon new habits.

 

E is for EDUCATION. Improving our minds should always be a priority, and there are many ways to do so. Do you read every day? I’m not talking about emails, either. I’m talking about reading a short article that is relevant to your field. Whether you’re a writer, marketing director, or construction contractor, you should be reading something each day—or at least each week—that will teach you something new about your field. It doesn’t have to be someone’s dissertation; it can be something short and sweet like a blog post. 🙂

 

L is for LOVE. “All you need is love”—and a host of other things. Ha. But seriously, having love in our lives is a grand and necessary thing. Having love in our lives is mostly provided through building good relationships with others. In 2014, choose at least ONE relationship that is important to you, and assess some areas, which you can work on to improve it. Remember: it’s not about you, but about how you can give to others—even if you sometimes may not receive anything in return.

 

Click HERE and HERE to read articles on the importance of love in our lives.

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A is for ACTUALIZATION—spirit and self. I personally believe that we should all have something outside of ourselves in order to find harmony in our lives. For me, it’s my spiritual beliefs that keep me grounded. For you, it may be something else. But we cannot look to ourselves for all the answers. It just doesn’t work. What kind of spiritual goal can you set for this year?

 

Self-actualization is the other part of the acronym, and by this term, I simply mean self-improvement. I do not personally believe that we will ever “arrive” in this life, which is why it is incredibly important to do self-checks—and often. What is one goal you can set for yourself this year; one goal that will help shape you into a better person?

 

The goal can be something as simple as getting into the habit of rejecting negative thoughts—a goal that is actually harder than it sounds, but is worth doing. Think of something simple but effective. Something that you’ll be proud of at the end of the year.

 

Other Goals to Consider

 

Many of my clients are writers, and I encourage them to set writing goals. Perhaps it’s a daily word goal, or finishing a novel they’ve been working on for the past two years.

 

For business owners, The HELA Way goal-setting guide can also be useful. LOVE can have to do with customer/client engagement goals. EDUCATION can be for owners and their employees—improving everyone’s knowledge about a service or product, etc. You get the idea.

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Goals are not just “things” to be set up in January and then revisited December 31st. Setting daily, monthly, and quarterly goals is ALWAYS a good thing! Happy goal setting and Happy New Year!

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