swfln: organizing your technology
TRANSCRIPT
ORGANIZING YOUR TECHNOLOGY SWFLN PM Presentation
AGENDA
Delete What You Don’t NeedOrganize Your FilesOrganize Incoming Knowledge
Image Source: https://goo.gl/jmlvvn
WHICH OPERATING SYSTEM ARE YOU RUNNING?
HOW DO YOU RATE YOUR
DIGITALORGANIZATI
ON?
Image: http://goo.gl/oZoALN
Image: http://goo.gl/k6ndPI
ORGANIZE
DELETE WHAT YOU DON’T NEED
http://goo.gl/nr6WDh
DELETING = GOOD Try to keep 25% of your hard drive free
(on a 500GB hard drive, that’s 125GB free)
Less space = your computer works harder
Become more productive
Quote sources: http://goo.gl/sQrAF1 http://goo.gl/vj1TeH
RECYCLE BIN Everything “deleted” goes to the Recycle Bin (i.e. still taking up space)
Shift + Delete to bypass Recycle Bin Clean out regularly
Delete Duplicate Fileshttp://goo.gl/Tc3E0w CNET: http://goo.gl/Cqyr96
DUPLICATE CLEANER
DUPLICATE CLEANER
Tip: To Preview Image Click on Image Name
DUPEGURU
http://www.hardcoded.net/dupeguru/
CCLEANER
https://www.piriform.com/CCLEANER
REVIEW/DELETE
INSTALLED PROGRAMS
Control Panel > Programs > Uninstall Programs Windows 10: Right click on program in start, and choose “uninstall”
Settings > System > Apps & Features OR use control panel
TURN OFF ITEMS ON START
Windows: Found in Task Manager Mac: System Preferences > Users & Groups > Login Items
Do you really need it?
Picture Source http://goo.gl/3z1HBa
ORGANIZE YOUR FILES
CREATE FOLDERS Right Click on Desktop (or within folder)
New > Folder Name Meaningfully
EVERYTHING HAS A PLACEDecide on an organizational methodologyCreate as many folders as neededFolders Need Meaningful NamesTurn on preview (View > Extra Large Icons) to seeDrag items to folders in sidebar
MOVING FILESPC:• Hold Ctrl/Shift to select multiple files• Control + X = Cut • Control + V = Paste• Control + A = Select All• Right-click and drag to make sure you are moving
Mac• Hold Command to select Multiple Files• Click and drag to new folder
RENAME FILES Image003 v. 2011JulyGabrielPoolParty100
F2 or Right Click > Rename
RENAME MULTIPLE FILES
>
Shift or Ctrl to select multiple files
Rename all at once!
CHANGE DEFAULT SAVE DESTINATION
Save to Desktop Not My Documents or Downloads (where things will just gather)
In Chrome > Settings > “Show advanced settings”
NEVER LET IT HAPPEN AGAIN When downloading, rename pictures and documents. Give a meaningful name: Date Event Person Tag if possible
Check EXIT data if unsure (Right click > properties)
WHAT IS YOUR
ORGANIZATIONAL
SYSTEM? TIPS?
BACKUPS
The Key: Clear Your Desktop Regularly
ORGANIZE INCOMING KNOWLEDGEMAXIMIZE THE TIME YOU HAVE
AVOID BECOMING OVERWHELMED
CONSIDER AN INFORMATION DIET
Twitter, Email, RSS, Facebook, Google+, Pinterest, LinkedIn
BE AWARE OF NETFLIX QUEUE
SYNDROME
CONSIDER DUMPING
Redundant News SourcesThose you are “saving” for laterTopics no longer of interest
SOCIAL MEDIA Follow in ONE place Why are you following
them? If you skim or skip
them 70% of the time – delete, hide or unfollow
CLEANING UP FACEBOOK Delete your “likes” “Unfollow” annoying family “Unfriend” a few people Create lists of close
friends/family
CLEAN UP FACEBOOK
CUSTOMIZE YOUR FEED
LOOK THROUGH LIKES & FOLLOWING
TURN OFF AUTO-PLAY VIDEO
CHANGE NOTIFICATION SETTINGS
EMAIL MANAGEMENT
UNROLL.ME
BOOMERANG
ADDITIONAL TIPS
Schedule times to read email Delete without opening Action: Reply, Do, Delete Pick up the phone Turn off Push Notifications on Phone Minimize the CC/BCC Canned Responses!
Image http://goo.gl/lcBDnu
CLOUD COMPUTING
What cloud services do you use?
REMOTE FILE STORAGEDropbox keeps 30 days – back-
up so I can restore
accidently deleted files.
Phew!
SYNCING DIFFERENT DEVICESo Desktop Version of Dropbox
and keep all documents/folders stored there.
o Download the Appo Web-based access
AUTO-SYNC MOBILE PHONE PICTURES AND DESKTOP UPLOADS
SYNC YOUR EBOOKS
www.gutenberg.org/
o Open Dropbox on device and read away
o Automate – and send to your Kindle wappwolf.com
ALTERNATIVES TO DROPBOX/PRODUCTIVITY TOOLS
EVERNOTE
WIKIS PBWorks Central Desktop
Compare softwares: http://www.wikimatrix.org/index.php
LibGuides!
WORDPRESS.COM https://wordpress.com/ v. org WP _ 1GB Free Alternatively: Google Sites/Wix
IFTTT
RSS READERS
FEEDLY
BETTER THAN BOOKMARKS
GETPOCKET
BROWSER TOOLS
SHORTEN URL TO SHARE Goo.gl (Chrome) To.ly (Firefox)
PRIVACY ESSENTIAL
SLightbeamTerms of Service
AD BLOCK PLUS
BEWARE OF IMPOSTERS
LIGHTBEAMFIREFOX ONLY
PASSWORD
MANAGER
• Lastpass• Dashlane• Firefox
Chart Source: http://goo.gl/uBwhw
BECOME MORE EFFICIENT
COMPREHEND A LITTLE FASTER
HAVE THE WEB READ TO YOU: SPEAKIT
Chrome Only
DICTATION.IO
Chrome Only or visit dictation.io
READ WITHOUT
DISTRACTION
• Evernote Clearly• Instapaper• Pocket• Feedly
INSTAPAPER Send articles to Social Media & Your Kindle
MANAGE SOCIAL MEDIA
AUTOMATE WITH IFTTT
FRIENDS+ME
NOT SURE WHERE TIME IS GOING?
STAYFOCUSED
POMODORO TECHNIQUE Pomodoro Technique: “uses a timer to break down work into intervals traditionally 25 minutes in length, separated by short breaks.”
More: https://goo.gl/2k6NN
ORGANIZE YOUR TECHNOLOGY TO ENSURE DATA SECURITY, BACK-UPS, & OTHER
IMPORTANT PROCESSES ARE RUNNING AT FULL EFFICIENCY.
WHAT TOOLS DO YOU USE?WHAT ARE YOUR ORGANIZATIONAL TIPS?
REMEMBER: TECH IS A TOOL NOT AN END GOAL. KEEP IT SIMPLE
Need to get motivated, try these tips: http://goo.gl/IvHTQ5
DISCUSSION & QUESTIONS
