Our devices are a big part of our daily lives: work, fun and staying in touch. Still, sometimes they make us less productive.
In this article, you’ll learn how to organise your device, along with ways to boost your productivity and get more done.
Why is Device Organisation Important?
Messy devices slow us down and make it tough to find what we need. An organised device makes for a faster, much more productive experience. It also reduces stress and preserves time.
How Does Clutter Impact Productivity?
Clutter on devices adversely influences productivity. It forces you to waste precious time searching through files. It could make computers run slower too, building frustration and resulting in less work getting done.
What are the Benefits of Organised Devices?
There are several benefits when using organised devices. They help us find things quickly, work efficiently, feel less stressed and have more free time.
1. How can you Declutter your Home Screen?
Remove unused apps
Look at your Home Screen. Remove the applications you never use. This makes it easier to find the ones you need.
Group similar apps
Gather similar apps into folders. This keeps your Home Screen neat and clean. You can find applications much more quickly this way.
Use a minimalist wallpaper
Use simple wallpaper. This helps you focus on your apps and tasks.
You may want to use a Lock Screen image which contains a QR code for your e-Business Card (chat to us for help making one of these), but this is distinct from the wallpaper image that’s visible as you use your unlocked phone.
2. How do you Organise your Files and Folders?
Set up logical folders
Set up file types in folders. Label them appropriately, making access easier and faster.
Name your files descriptively
Clearly label the name of the file. Attach dates or names of projects for easy location of files.
House clean now and then
Trash old and irrelevant files, and remove files that you’ve backed up but no longer need on a day-to-day basis. Get some space cleared out to reduce clutter, and potentially improve the performance of your device.
Document management systems
Consider a document management system to help with this, and for larger businesses, have a look at some predefined file naming conventions.
3. How Could you Organise your Email?
Create folders and labels
Create folders for emails of different kinds. Label and categorise them. This helps to keep your inbox organised.
Unsubscribe from unwanted emails
Remove your name from email lists you never read. This cleans up your inbox and saves you scanning them to decide to ignore them.
Use the two-minute rule
If an email can be handled within two minutes, then handle it immediately. This helps you avoid the piling up of small tasks.
4. How can you Optimise your Browser?
Organise bookmarks
Sort your bookmarks into folders. Delete ones you don’t use. This makes finding websites easier.
Well organised bookmarks will also make you less likely to want to leave your browser open all the time, which uses up memory and slows your device down.
User browser extensions wisely
Only keep extensions you use often. Too many can slow down your browser.
Also, be selective about which ones you install. Search for recommendations and reviews of ones you’re considering. This can help reduce the chances of you installing malicious extensions.
Clear your cache regularly
This helps your browser run faster. It also frees up space on your device.
5. What are Good Ways to Manage Passwords?
Use a password manager
This tool securely vaults all your passwords. You only have to remember one master password (which should be carefully chosen and difficult, if not impossible, to guess).
Generate strong, unique passwords
Use a different password for every account. Make them long and complicated. This will keep your accounts secure.
Enable two-factor authentication
Also called multi-factor authentication (MFA), this adds an extra layer of protection to your accounts. It makes them harder to break into.
Here in Australia, analysis of the relatively recent Medibank Data Breach has shown that MFA would have prevented it.
6. How can you Streamline your Notifications?
Turn off unnecessary notifications
Only retain notifications from important apps. This decreases distractions.
Set specific times to check notifications
Don’t view notifications throughout the day. Decide on certain times of the day to view notifications. In this way, you’ll be able to concentrate on your work.
You can always customise specific notifications if you want certain ones to ‘break through’ this layer of protection.
Use ‘do not disturb’ mode
Switch this on when you really need to focus on something. This blocks all your notifications for a certain period.
Again, you can define custom settings for specific contacts to give them the ability to disregard this setting for emergencies.
7. What is the Best Type of Data Backup?
Utilise cloud storage
Store important files in the cloud. This keeps them safe and easy to access across multiple devices.
Set up automatic backups
Make sure your device backs up files on a regular basis. This ensures you don’t lose important data.
Keep multiple copies of important files
Store critical files in more than one location. This protects against data loss.
If you are only backing up to external drives (which we don’t recommend – see above) then be sure to back up to more than one, as external drives have a finite lifespan and can fail.
8. How can you Maintain your Device’s Health?
Update software regularly
Keep your applications and operating system updated. This will enhance the performance and security of your device.
Run virus scans regularly
Run virus scans using antivirus software to check for intrusions. This will help keep your device safe from threats.
Clean your device physically
Dust and dirt can slow down your device. Cleaning it regularly will help keep it in good shape.
It takes some time and effort to organise your devices, but it really is worth the investment. You’ll be more productive and less stressed. Try at least one thing from this list and then, once you get comfortable, try more.
Remember, everybody has different needs, so do what works best for you. If you need help organising your devices, feel free to reach out to us. Contact us now for personalised advice on boosting productivity.
Article used with permission from The Technology Press.
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