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Getting Digitally Organized

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Two-part series presented for TBLC.

With multiple devices and information from a thousand sources, it is easy to end up with information overload, jumbled messes of files and overall digital chaos. This can stifle productivity and create additional stress in our already overstressed lives. Join us to explore how to:

- Cut your digital clutter
- Organize incoming information through social media, RSS feeds as well as online & mobile tools
- Create easy ways to store and retrieve information when you and where you need through cloud services
- How to automate and simplify your online life
- Learn the best tools to help your productivity at the library

Instructor: Diana Silveira
Diana Silveira is the President of Novare Library Services, a company that focuses on web, mobile and infrastructure services for libraries. Previous to starting Novare Library Services, she was the Virtual Reference Manager for Florida’s Ask a Librarian Service and coordinator for Florida’s Statewide Delivery System. She presents regularly on implementing technology, best practices and privacy issues online. She also works with libraries to deploy new technologies and develop new mobile and desktop websites.

Published in: Technology
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Getting Digitally Organized

  1. 1. GETTING DIGITALLY ORGANIZED 2-Part Series for Tampa Bay Library Consortium Presenter: Diana Silveira
  2. 2. Agenda Delete What You Don’t Need Organize Your Files Organize Incoming Knowledge Image Source: https://goo.gl/jmlvvn
  3. 3. Which Operating System are you running?
  4. 4. How do you rate your digital organization ? Image: http://goo.gl/oZoALN
  5. 5. Image: http://goo.gl/k6ndPI
  6. 6. Organize
  7. 7. DELETE WHAT YOU DON’T NEEDhttp://goo.gl/nr6WD h
  8. 8. Deleting = Good  Try to keep 25% of your hard drive free (on a 500GB hard drive, that’s 125GB free)  Less space = your computer works harder  Become more productive Quote sources: http://goo.gl/sQrAF1 http://goo.gl/vj1TeH
  9. 9. Recycle Bin • Everything “deleted” goes to the Recycle Bin (i.e. still taking up space) • Shift + Delete to bypass Recycle Bin • Clean out regularly
  10. 10. Delete Duplicate Files http://www.digitalvolcano.co.uk/dc downloads.html?from=3.1.5 cnet: http://goo.gl/Cqyr96 Duplicate Cleaner
  11. 11. Duplicate Cleaner Tip: To Preview Image Click on Image Name
  12. 12. DupeGuru http://www.hardcoded.net/dupeguru/
  13. 13. CCleaner https://www.piriform.com/CCLEANER
  14. 14. Review/Dele te Installed Programs • Control Panel > Programs > Uninstall
  15. 15. Do you really need it? Picture Source http://goo.gl/3z1HBa
  16. 16. Organize Your Files
  17. 17. Create Folders Right Click on Desktop (or within folder)  New > Folder  Name Meaningfully
  18. 18. Everything Has a Place  Create as many folders as needed  Folders Need Meaningful Names  Turn on preview (View > Extra Large Icons) to see  Drag items to folders in sidebar
  19. 19. Moving Files PC: • Hold Ctrl/Shift to select multiple files • Control + X = Cut • Control + V = Paste • Control + A = Select All • Right-click and drag to make sure you are moving Mac • Hold Command to select Multiple Files • Click and drag to new folder
  20. 20. Rename Files• Image003 v. 2011JulyGabrielPoolPa rty100 • F2 or Right Click > Rename
  21. 21. Rename multiple Files >  Shift or Ctrl to select multiple files  Rename all at once!
  22. 22. Change Default Save Destination• Save to Desktop • Not My Documents or Downloads (where things will just gather) • In Chrome > Settings > “Show advanced settings”
  23. 23. Never Let it Happen Again • When downloading, rename pictures and documents. Give a meaningful name: – Date – Event – Person – Tag if possible • Check EXIT data if unsure (Right click > properties)
  24. 24. What is your organization al system? tips?
  25. 25. The Key: Clear Your Desktop Regularly
  26. 26. Organize incoming knowledge to maximize the time you have and to avoid becoming overwhelmed
  27. 27. Consider an Information Diet
  28. 28. Twitter, Email, RSS, Facebook, Google+, Pinterest, BE AWARE OF NETFLIX QUEUE SYNDROME WITH YOUR NEWS
  29. 29. Consider Dumping  Redundant News Sources  Those you are “saving” for later  Topics no longer of interest
  30. 30. Social Media  Follow in ONE place  Why are you following them?  If you skim or skip them 70% of the time – delete, hide or unfollow
  31. 31. Cleaning Up Facebook  Delete your “likes”  “Hide” annoying family  “Unfriend” a few people  Create lists of close friends and family
  32. 32. Clean Up Facebook
  33. 33. Look through Likes & Following
  34. 34. Unroll.me
  35. 35. Boomerang
  36. 36. Challenge • Try out one of the tips mentioned in this presentation • E-mail me (dee987@gmail.com) which tool and your experience Ex: “Downloaded Duplicate Cleaner and it found over 2,000 duplicate files. Deleted them and freed up over 500 MB of space!”
  37. 37. GETTING DIGITALLY ORGANIZED: PART 2 2-Part Series for Tampa Bay Library Consortium Presenter: Diana Silveira
  38. 38. QUESTIONS & FOLLOW-UP FOR WEEK 1
  39. 39. Email Management
  40. 40. Additional tips • Schedule times to read email • Delete without opening • Action: Reply, Do, Delete • Pick up the phone • Turn off Push Notifications on Phone • Minimize the CC/BCC • Canned Responses! Image http://goo.gl/lcBDnu
  41. 41. CLOUD COMPUTING
  42. 42. What is Cloud Computing? Image: https://goo.gl/Q2HykD
  43. 43. Cloud Storage What cloud services do you use?
  44. 44. Remote File Storage Dropbox keeps 30 days – back-up so I can restore accidently deleted files. Phew!
  45. 45. Syncing Different Devices o Desktop Version of Dropbox and keep all documents/folders stored there. o Download the App o Web-based access
  46. 46. Auto-Sync Mobile Phone Pictures and Desktop Uploads
  47. 47. Sync Your Ebooks www.gutenberg.org/ o Open Dropbox on device and read away o Automate – and send to your Kindle wappwolf.com
  48. 48. ALTERNATIVES TO DROPBOX/ PRODUCTIVITY TOOLS
  49. 49. Google Drive Image: http://goo.gl/V1y84
  50. 50. GetPocket
  51. 51. Evernote
  52. 52. Other Cloud Services o Amazon Cloud Player o Microsoft OneDrive
  53. 53. IFTTT
  54. 54. IFTTT www.ifttt.com
  55. 55. RSS READERS
  56. 56. FEEDLY
  57. 57. FLIPBOARD
  58. 58. Organize your technology to ensure data security, back-ups, and other important processes are running at full efficiency.
  59. 59. Analyze Your Settings
  60. 60. Browser Extensions Essentials Goog.gl (Chrome)/To.ly (Firefox) LastPass Pinterest GetPocket/Evernote Linky Firefox – Privacy Essentials Lightbeam Terms of Service
  61. 61. Uninstall Programs • Located in: • Windows: Control Panel • Mac: Go > Applications > Click & Drag to Trash
  62. 62. Turn off items on start • Windows: Found in Task Manager • Mac: System Preferences > Users & Groups > Login
  63. 63. What tools do you use? What are your organizational Tips?
  64. 64. Staying Safe
  65. 65. Spyware/Antivir us
  66. 66. Microsoft Security Essentials Already installed or can be downloaded at: http://windows.microsoft.com/en- us/windows/security-essentials-download
  67. 67. Spybot (Spyware removal) http://www.safer-networking.org/
  68. 68. Pay Options o Avira Antivirus o Norton
  69. 69. Security Tipso Complex & Different Passwords o Phishing o Hacked/Spoofing
  70. 70. Beware of “Add-ons”
  71. 71. Passwords • Change Everything Regularly! • One word is not enough – words, symbols, numbers, capitalization • Longer the better • 2-Step Authentication when possible Great infographic: http://goo.gl/zadn2M
  72. 72. Look into Password Managers • Features: – Multi-browser – Multi-device – Password Generators LastPass, Norton, Browsers
  73. 73. Security Questions LIE!!!!!!!!! Mother’s Maiden Name? First Pet? First Concert? Favorite Book? Grandmother’s Maiden Name? First Car?
  74. 74. Backing Up and Syncing Data Image source: http://goo.gl/PK7f8L
  75. 75. Backups
  76. 76. DISCUSSION & QUESTIONS
  77. 77. diana@novarelibrary.com slideshare.net/dee987 Diana Silveira www.learnsurge.com www.novarelibrary.com

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