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!

Self-Editing in 9 Easy Steps

(As previously seen on the HelaWrite blog.)

I write EVERY SINGLE DAY. Even if it’s texting, I consider that a form of writing. Most of the time, however, I write at least an e-mail and blog post each day. Culturally, many of us have become lazy in regards to self-editing/proofreading what we write. In a world where our version of shorthand is “TTYL” or “U” for “You,” abbreviations are the gateway to lazy writing and lazy editing.

Let’s change that.

Since the age of 12, I’ve taken self-editing very seriously. I’m nowhere near perfect, but my “editing detective eyes” have become better and better as time has progressed. Taking your own communications seriously will prompt others to take you seriously, too. Trust me on this one.

I’ve created some resources to help you out with self-editing. These resources don’t replace another set of eyes (or a professional editor), but they will help immensely, especially if you’re helter skelter when it comes to your own writing.

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This checklist is simple and straightforward:

1. Check spelling—don’t rely on spell check for everything, either!

2. Check grammar—ditto to the above ^

3. Proofread your article, e-mail, blog, etc. at least 3xs—don’t be lazy!

4. Review the context/meaning of your wording
-Did you use the right words? (See the common grammar mistakes info graphic below)
-Do you have misplaced/dangling modifiers? http://www.writingcentre.uottawa.ca/hypergrammar/msplmod.html
-Is your message clear and concise?
-Did you cut/edit unnecessary wording?

5. Check your dates & times (if applicable)

6. Check your sources (if applicable)

7. Check your links (if applicable) NO ONE appreciates a broken/incorrect link

8. If you are sending an e-mail, double check your recipient list (and if it’s not an inter-office communication, best practice is to BCC recipients to protect privacy)

9. If working in a Word/Pages document, save often

You can find my checklist on Evernote (I’ve shared it publicly) by clicking HERE. Feel free to copy it to your own Evernote notebook so you can actually use the check boxes that are not shown in this post.

I’ve also made an infographic (my first!) about common grammar mistakes. Check it out by clicking HERE.

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There are, of course, so many more elements to editing, but this is a great start. The resources here can definitely get you through your next e-mail or blog post. However, if you find yourself in need of a professional editor, well…you know where to find me. Happy editing!

A Plethora of FREE Resources

(As previously seen on the HelaWrite blog.)

If you’ve ever watched The Three Amigos, then you can appreciate the word “plethora” in this post’s title. Here’s a clip for your enjoyment, before I share a plethora of resources with you:

Click HERE for the definition of plethora if you still don’t know what it means.

And now, for the best part: FREE resources! Who doesn’t like free? If you’re an Evernote user, or just use the Internet (insert sarcastic giggle here), then this is for you.

I am an avid Evernote user, and I’ve created a public notebook chock full of great resources–just for you! If you’re looking for business, entrepreneur, writing, SEO, or marketing advice, then this is definitely something you’ll want to check out. During the month of February, I had several friends and colleagues ask me for advice about social media strategy, among other topics. And for each person, I directed her or him to my special, FREE RESOURCES public notebook.

Access the notebook by clicking HERE.

It’s super easy to use. If you already have Evernote, simply “join” the notebook. If you do not use Evernote, that’s cool. You’ll turn over to the bright side soon. In the meantime, you can view the notebook without registering for an account. 

I hope you find these resources helpful and useful. I’m constantly collecting great articles, etc., with all of you in mind, and add something new every week. So, take advantage of the FREE advice and strategy input.

You’re welcome.

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