Organizing

ARE YOUR PASSWORDS SAFE?

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ARE YOU WORRYING ABOUT THE SECURITY OF YOUR PASSWORDS AND YOUR INFORMATION? 

“Hmm…what was that password again, I’ll try xxxx, oh no, I’ll try the other combination, it’s always one or the other, sometimes with an exclamation mark at the end for extra security!”

Do you recognize yourself? I think many do. There are so many passwords we need on a daily basis these days, passwords for the bank, gmail, dropbox, Facebook, twitter, training courses and the list goes on. Either you just use the same all the time or you can have a master sheet with all passwords written down, a notebook, a word file or post-it notes, but how secure is that?

A few years ago I felt a need to find a solution for myself and make sure all my information was secure. After all, there’s a lot of information behind those passwords and I wanted to make sure I kept it safe. I went searching for a solution and settled on using LastPass. I have now used it for many years, both on my Mac and my iPhone. Today I have no idea how I managed to live without it.

Having a password manager like LastPass is an important part of a "central hub". Everyone should have a central hub set up for their business and personal life. 

SO WHAT DOES LASTPASS DO AND WHAT IS IT ABOUT IT THAT I LIKE SO MUCH? 

::  I have access to all my passwords all the time and they sync seamlessly.

::  I can have long, complicated and secure passwords, and different ones for each service. Using your middle name or the pets name just isn’t a good idea. 😉

::  When I am on my computer I don’t have to log in to different sites, I just log into LastPass and search for the service, one single click and I’m logged in! It saves me so much time and makes it very easy as well.

::  I don’t have to come up with secure passwords, LastPass will do that for me.

::  Using a service that is dedicated to protecting passwords feels safe to me.

LEARN MORE ABOUT LAST PASS

LastPass is free. If you need to share passwords with a team you can do so on the upgraded plan for $2 per month. I think that’s a low price for the peace of mind you can get when all your passwords are secure. And again, if you just need the basic functionality that I have described above, it's free. 

For more info about LastPass and how it works, you can visit their website here. If you want help setting up LastPass and transferring over all your passwords, you can find more information about how I can help you on my website.

What do you do to protect your passwords today? Come on over to my Facebook page and let me know. You can access the page by clicking the link here.


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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!


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!