Are You as Organized as You Should Be?

Doesn’t it often seem that our daily lives revolve around our devices? Most of us are constantly on one for work, fun, and staying in touch. Still, sometimes they make us less productive. Our cyber lives have as many facets as a brilliant, round-cut diamond, and we should give each facet its due attention.

So, let’s boost our productivity by organizing our devices.

Why is device organization important?

Cluttered, 'messy' devices make it tough to find what we need, slowing us down. A well-organized device makes for a faster, much more productive experience, helps reduces stress, and preserves time.

Bear in mind that this is not something IT support can do for you. They can help if you have trouble, but deciding what’s important is up to you.

How does clutter affect productivity?

Device clutter forces you to waste precious time searching through files, adversely influencing your productivity. It can also make computers run slower, building frustration and makes for getting less quality done in your day.

Once you have organized your device, you will see tangible benefits, like finding things quickly, working more efficiently, feeling less stressed, and having more free time.

Here’s a checklist of good ways to organize your device for better productivity:

Declutter your home screen

1: Remove unused apps

Examine your home screen and get rid of the applications you never use. This makes it easier to find the ones you need. Old unused apps are often not updated and patched, presenting a cybersecurity problem.

2: Put similar apps in groups

Gathering similar apps into folders keeps your home screen neat and clean. You can find applications faster this way.

3: Simplify your wallpaper

Weird, complex wallpaper may look cool, but it’s distracting. Using a simple wallpaper helps you focus on your apps and tasks.

Organize your files and folders

1: Set up logical folders

Organize similar type files in folders. Labeling them appropriately will make access easier and faster.

2: Give your files descriptive titles

The title should let you know at a glance what’s in the folder, so clearly label the name of the file. Attach dates or names of projects for easy location of files.

3: Do some house cleaning now and then

Periodically clean things up by deleting archive old and irrelevant files to clear some space and reduce clutter.

Organize your email

It doesn’t take long for clutter to take over your inbox like weeds on an untended lawn.

1: Create and label folders

Make folders for different kinds of emails. Label them and categorize them accordingly. This helps to keep your inbox organized.

2: Unsubscribe from emails you ignore

Too many of us just get used to trashing stuff that lands in our inbox. Take the time to remove your name from email lists you never read. This cleans up your inbox.

3: Adhere to the two-minute rule

If you can handle an email within two minutes, then do it immediately and get it out of your hair. This helps you avoid the piling up of small tasks and the time it takes to look them over until you finally decide to deal with them.

Tidy up your browser

After your email inbox, this is the next biggest ‘clutter-magnet.’

1: Organize your bookmarks or favorites

Most of us have multiple online resources for the same task. Sort your bookmarks into folders and delete ones you don’t use. This makes finding websites easier.

2: Judiciously use browser extensions

Too many extensions can slow down your browser so only keep those you use often.

3: Regularly clear your cache

This is another area that can slow you down, but clearing your cache helps your browser run faster and frees up space on your device.

Clean up your passwords

Unless you embrace victimhood by using ‘123456’ as your password for everything, you probably have a lot of passwords to juggle. And even if they’re NOT the world’s most common and easily cracked (the aforementioned ‘123456’) it’s still a chore to remember them all. But choose quality passwords.

1: Create strong, unique passwords

Use a different password for every account, and don’t use weak ones. Make them long and complicated. This will keep your accounts secure. For our tips, please visit our article on Creating Strong Passwords.

2: Install a password manager

This is an extremely handy tool, and something your in-house IT services or outsourced Managed Services Provider (MSP) can set up for you. It not only securely vaults all your passwords, but it can generate strong, unbreakable passwords and remember for you. Once you enter a password into the manager, it will pop up when you get to a login window and offer to use it to log in for you. You only have to remember one master password.

3: Use two-factor authentication (2FA)

2FA adds a step after a password, most often a code sent to your phone. This adds an extra layer of protection to your accounts, making them harder to break into. Even if a hacker has stolen your password, he most likely will not have your phone. This is essential for good cybersecurity.

Get rid of useless notifications

We always get notifications that we don’t need popping up on us. Only retain notifications from important apps. This decreases distractions.

1: Check notifications at specific times

Don’t deal with notifications throughout the day. Decide on certain times of the day to view them – like when you log on in the morning. This will allow you to better concentrate on your work.

2: ‘Do Not Disturb’ mode

When you really need to focus on something, switch this on. This blocks all your notifications for a certain period.

Secure your data backups

1: Automate your backups

Having your device backup files on a regular basis ensures that you don’t lose important data.

2: Retain multiple copies of important files

Save critical files in more than one location – on the device for ease and elsewhere for security. This protects against data loss.

3: Initiate cloud backups

You should already be storing important files in the cloud. This keeps them safe, removed from any cyber-attacks on your device or network, but still easy to access.

Maintain your device’s health

No, this doesn’t mean stocking up on flu and cold medicine. It means keeping your device lean and in good shape – better to withstand infections from outside.

1: Regular updates and patches

This is crucial for many reasons: keep your applications and operating system updated and patched. This will enhance both performance and security.

2: Regularly run virus scans

Your device doesn’t have to be running slow or ‘acting up’ for there to be something bad in there. Run virus scans using antivirus software to check for threats at least on a weekly basis. This will keep your device safe from any kind of threat.

3: Physically clean your device

Not only will it make your office look nicer, but dust, dirt, and cobwebs can get inside and slow down your device. Cleaning it regularly will help in keeping it in good shape.

Organizing your devices does take a little time and effort, but it is really worth the investment. You’ll be more productive and less stressed. Try at least one from this list and then, once you get comfortable, try some more.