Evernote

HOW YOU CAN GET THE FILES ON YOUR COMPUTER TO SORT THEMSELVES

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YOUR CLUTTERED DESKTOP AND WHAT THAT TELLS YOU

Imagine this; you start your computer to get to work and you are greeted by a super cluttered desktop. What does that tell your subconscious? How does that make you feel? You might be one of those rare individuals that never save anything to your desktop, if so great, but I think most people do.

Let me tell you what I did a few years back. I saved screenshots, images, attachments to email and just about anything to my desktop because it was quick (and also because my filing system wasn’t the best) and because I figured I was going to use it very soon. After a while, the desktop on my computer was full of random documents and when I got tired of seeing it I created a folder called “inbox” or “sort later” and dumped it all in there, thinking I would clean it up soon. I never did! And I started all over again.

You get the picture. It wasn’t working well for me. I wasted time trying to find my documents, and even worse it didn’t make me feel good and it made me less productive.

Finding a cluttered desktop on your computer is the same thing as finding your desk in the office cluttered. Today I do things differently. 😃 I am greeted by a clean desktop every day (you can see an image of it above) and it makes me feel settled, calm, focused and powerful, on purpose.

So let’s get started…

WHERE SHOULD THE INFORMATION GO TO START WITH? 

Before I explain how I organize my files on my computer I should say that more and more I put my information into my task manager or into Evernote. The only time I use Word these days are when I write a document that is going to be printed out and shared with others, like a contract. All other notes, posts I write etc goes into Evernote.

Evernote makes it so each to organize as well as find any kind of information. For example, if I remember that I wrote a post about an app called xyz three years ago, I only have to search for that word and the post will come up in Evernote. Super handy. I also share notes with others and collaborate on the content that way.

If I see a website I like, a quote I like, a sales page or something different I want to keep, I put it in Evernote. It is my digital brain, seriously. And it's easier to retrieve stuff from Evernote than my brain.

Hint: Use tags for organizing Evernote in a hierarchical system rather than notebooks and stacks.

I should also say that all emails that I want to keep for reference I forward them to Evernote to keep them there.

I’m telling you this because it makes me have fewer documents to start with that needs sorting. And in order to stop you from saving documents to your desktop you have to have a good structure for your files, so let’s get started there.

HOW TO ORGANIZE THE FILES ON YOUR COMPUTER 

On my computer I have a classical hierarchical system for organizing my folders, looking like this (I think the foundation for this system comes from a bonus module in one of Amy Porterfield's older training):

  1. Finances
  2. Private
  3. Emma Perols Biz
  4. Home
  5. Consultancy
  6. Backups

In the folder for my business I have the following: 

  1. 2017 (Finances, graphic profile, planning & development, marketing, products & programs, projects, content, affiliate promo, legal & contract)
  2. Previous years
  3. Bio, images, testimonials
  4. Screen shots
  5. Back office
  6. Trainings (I have bought)

With this structure in place, it’s easy for me to both save and find me files. That's a great start.

HOW TO EFFICIENTLY SEARCH FOR FILES WITH A CLICK

Most of the time I use an app called Alfred to search my files on my Mac. It's a great app that finds just about anything. All my files on my computer are synced to my dropbox for backup and I can access them from all my other devices as well.

HOW TO KEEP THE DESKTOP MAGICALLY CLEAN WITHOUT EFFORT

And now to how I keep the desktop clean. I have started using the app Hazel ( http://bit.ly/2kgn797 ). Hazel is very smart and you can set rules on how to move things around on your computer. Here are a few examples of what I have set up to happen automatically:

:: Any file on my desktop that has not been modified in the last two hours will automatically be moved to a specified folder (that I have an alias for on the desktop)

:: If I scan a document to my computer that is a pdf and has the name of my bank in it (anywhere in the text, not the file name) it will automatically be renamed and moved to a folder for my bank invoices.

:: All screen captures I do will automatically be moved to a folder, and if I haven't done anything with it for 2 days it will be deleted.

:: My downloads folder will clean up itself due to a lot of rules I have set for it.

These are just a few examples of what you can do with Hazel but it makes a huge difference.

I hope this was helpful to you. Please feel free to ask more specific questions and it will be easier for me to tell you what I do or to help you get it the way you want it to be. 😊 You can ask the questions on my Facebook page


Get your free resource here

Click the button below and you will get instant access to the FREE Resource Library. You will also receive my newsletter with trainings, tips and tricks. (And I promise, I will not spam you, ever.)

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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


WHY YOU SHOULDN'T PUT EVERYTHING INTO ASANA

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I was asked a question today and I thought the answer might benefit you. So here it is. 😊

Someone downloaded the free mini guide on my website (if you haven't got it yet you can get it by clicking here.

QUESTION

I was actually still wondering why 3 apps and not just use Asana? It seems like Asana will also hold files and attachments.

WHAT I ANSWERED

Asana for sure does hold files and attachments but that's not what I use Evernote for. I use Evernote for random thoughts, clipping things on the web, images of my kids' drawings, list of good wines etc. Basically EVERYTHING. I also use it for blog posts etc.

The reason being, the search function is awesome in Evernote. If I only use documents I can only search for the titles but not the content. Within Evernote I can search within notes. For example, I know I wrote a blog post about procrastination a long time ago and I don't know what I called the post. I can just search for "procrastination" and ALL post with that word somewhere within the text (or in a pdf or image) will come up. That's so handy.

Another benefit is that I scan almost all papers I want to save. If I later want to find a paper relating to the school of my kids I just type the name of the school in the search box and all notes with that word will come up. This is priceless.

That's why I think Evernote should be part of everyone's "central hub" for productivity and why it's not enough to write everything in Asana and attach files. Asana is for managing tasks and projects and is awesome for that, and another key piece of that central hub.

Where do you put all your small bits and pieces of information? Please come and visit my Facebook page and let me know.


Get your free resource here

Click the button below and you will get instant access to the FREE Resource Library. You will also receive my newsletter with trainings, tips and tricks. (And I promise, I will not spam you, ever.)

Resource Library.png

HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!