swfln: organizing your technology

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

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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

CLEANING UP YOUR INBOXImage: https://goo.gl/I1i5xz

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!

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CLOUD COMPUTING

WHAT IS CLOUD COMPUTING?

Image: https://goo.gl/Q2HykD

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

GOOGLE DRIVE

Image: http://goo.gl/V1y84

EVERNOTE

OTHER CLOUD SERVICESo Amazon Cloud Playero Microsoft OneDrive

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

IFTTT

www.ifttt.com

RSS READERS

FEEDLY

FLIPBOARD

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

HOOTSUITEHootsuite.com

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

TOGGL

Toggl

RESCUE TIME

Rescue Time: Install on a browser or on your PC

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

diana@novarelibrary.comslideshare.net/dee987

Diana Silveira

www.novarelibrary.com