Spring Cleaning #30: Take a Load Off Our Drives

Keeping drives cleaned up and organized is a good thing. You always know where stuff is and that it is most current. I've started putting what I consider archive files on CD. The Archived files are ones that I don't need except as historical references. The files can be data from old programs as one example. You want to keep the numbers as reference, but it doesn't need to be on the shared drive. I think the oldest was more than 5 yrs old, but I did refer to it in 2008.

S: drive I've used this before when submitting files to be printed at Admin. I like that it is supposed to be self cleaning if you forget to delete your file when done.

P: drive This is nice because you can access it even while logged on to a branch or generic profile. You can have files that are shared for informational or cooperative reasons. e.g. The computer class schedule is in this folder but that flyer we are working on is in this one. Organization using folders is a great way to put like documents together - supplies, periodicals, second floor stuff. Folders help when you are searching for particular documents - it is in the 'Friends' folder in the subfolder 'price tags'- instead of searching through many documents. Be careful of duplication and do you really need a copy of that form when it is on Harriet?

I'm looking at what I've made to be sure it is current and and not extraneous. I might make suggestions to a coworker if some reorganization would help everyone see the folders/files more clearly.

Z: drive This is accessed only under my profile. I keep track of expense documents, time sheets and my training hours here. Timesheets are current and two past. Once I check the County records, I delete mine. Training is current & last years to be sure I don't repeat something. I think I keep this one pretty clean since it is just myself.

Spring Cleaning #29: Email

Email Accounts: I currently have 4 personal accounts, but don't use them all.

I have one with my ISP, but don't use that except with the ISP because ISPs can change.

I have an account I actually pay to use. It started out free, but I stuck with it because Yahoo was still new at the time. I use it for personal business dealings.

I have a Yahoo account that I use mainly for personal correspondence. I started it as a "throw away" account in case I had spam problems, but I have been lucky/diligent.

I recently set up a Gmail account in order to IM with my child. I'm currently looking at the Google Calendar as a possible family scheduling tool. I'll need to compare it to the Yahoo calendar, but so far G has better features.


Work email: I have 14 folders that I sort things I want to keep and be able to access via webmail. Some stuff just gets read & deleted, others get replies or some other action. One example: supply requests for my dept. are emailed to me and moved to the "supplies needed" folder. As I read them, I add to the supply order. I keep the requests untill the order comes in then delete them.

I keep my email display at 17 items per page and try to keep no more than 2 pages for Inbox. I like pages I can glance at to find a message for quicker action. I try to review the folders, all of them, each week to keep up on work stuff and clean out anything I missed before. Sometimes it is longer, but that feeling of organized Webmail is nice. My address book is updated regularly, when staff changes. The webmail is good about telling you when a message did not go through.

I occasionally get an email that is more to the personal side. It gets forwarded to my personal account, then deleted from inbox and sent mail immediately. I'm trying to keep the personal side organized too, but Yahoo touts that "umlimited storage". I wonder how far people have gone....?

Spring Cleaning #28: Don’t Clutter Up Expensive Cyberspace

Getting Things Done. I've actually read the book. I understand how things can be easier following the process: Collect, Process, Organize, Review and Do. I'm working on the first four, but sometimes it can be difficult due to number 5: Do. There are times it seem all I am is Doing and the the other 4 fall the wayside. You now the saying "a messy desk is the sign of a busy mind(person)"? Some times I feel that is the case, but I keep trying and even succeeding in getting it done and organized.

Mostly I try to prioritize what is needed most or soonest, then act on it. If an item is not an immediate concern, I make sure to still keep it available for review or action if time becomes available. In this job, I have learned to be flexible, because you never know when the next "crisis" may pop up. It may look like I carry the same pile of papers around, but what is in the pile always changes. (my do this next stuff)

I've looked at the Google Calendar and like the feature of multiple calendars and allowing others to modify only certain calendars but not others. It could be handy at home if I could get others to post their appointments also.

That's one "fun" thing about organizing - you are not alone at home or work and it helps if everyone tries to consistent in some manner.

Sound: #27: Creating Your Own Podcast

This was not required, but I took up the challenge. I wonder how many others did the same. Gabcast makes it real easy. You don't need to have a recording device for he PC, just phone it in!

Take a listen to mine here

Gabcast! Sound: #27: Creating Your Own Podcast #1