How Organized are You?

How many among us would be indifferent when we lost our smartphone? Most of us are constantly on phones, tablets and computers 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.

Let’s look at how we can boost our productivity through better device management.

Do I need device management?

Dealing with cluttered, 'messy' devices makes it tough to find what we need and slows us down. A well-organized device makes for a faster, much more productive experience, helps reduce stress, and preserves time.

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?

Think of needing to cross a room quickly: with a clear floor, it’s easy, but a  room that’s stacked with boxes and stacks of newspapers – like something out of the TV show ‘Hoarders’ makes for some slow going. 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.
But, after you take the time to organize your devices, you will see tangible benefits, like finding things quickly, working more efficiently, feeling less stressed, and having more free time.

Consider this checklist of good ways to organize your device for better productivity:

Home screen decluttering

Delete unused apps

Look over 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.

Group similar apps 

When you gather similar apps into folders it keeps your home screen neat and clean. You can find applications faster this way.

Keep your wallpaper simple 

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

Files and folders organization

Set up folders logically
By organizing similar type files in folders and labeling them appropriately, you make access easier and faster.

Create descriptive titles for files

Don't just stick with the title in your save window. Make a title that lets 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.

Regular house cleaning

Every now and then, clean things up by deleting archive old and irrelevant files to clear some space and reduce clutter.

De-clutter your inbox

Before you blink twice, clutter can take over your inbox like weeds on an untended lawn.

Create and label folders 

Just like your files, make folders for different kinds of emails. Label them and categorize them accordingly. This helps to keep your inbox organized.

Unsubscribe from useless emails 

You want a tidbit of information, so you subscribe to a site, but the emails keep coming long after your interest has disappeared. 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.

Mind the two-minute rule

When you can handle an email within two minutes, 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.

Clean up your browser

Right behind your email inbox, your browser is the next biggest ‘clutter-magnet.’

Organize bookmarks/favorites

If you’re like most of us, you 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.

Use browser extensions judiciously

Everybody wants you to install their extensions, but do you really need them? Too many extensions can slow down your browser so only keep those you use often.

Clear your cache regularly

Your cache 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

If you are using ‘123456’ as your password for everything, you are acrively embracing victimhood. Like all of us, 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.

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 the article on our West Coast sister company’s website: Creating Strong Passwords.

Adopt a password manager

A password manager 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 them 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.

Establish two-factor authentication (2FA)

Two-Factor Authentication 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.

Remove useless notifications

It’s annoying to get notifications popping up on us. Only retain notifications from important apps. This decreases distractions.

Choose a specific time to check notifications 

Rather than dealing 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.

Use the ‘Do Not Disturb’ mode

Switch this on when you really need to focus on something. It will block all your notifications for a certain period.

Secure your data backups

Use automation for backups

Set this up and you know your data is regularly being backed up. are Having your device backup files on a regular basis ensures that you don’t lose important data.

Keep multiple copies of important files

This is a main tenet of effective backups: Save critical files in more than one location – on the device for ease and elsewhere for security, including in the cloud. This protects against data loss.

Establish cloud backups

This is a given: 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

Keep your device lean and in good shape – better to withstand infections from outside. 
Automate regular updates and patches

Keep your applications and operating system updated and patched. This will enhance both performance and security.

Run ongoing virus scans

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

Physically clean your device

Clean devices not only 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.

While organizing your devices does take a little time and effort, 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.