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ORGANIZING YOUR
TECHNOLOGY
SWFLN PM Presentation
AGENDA
Delete What You Don’t Need
Organize Your Files
Organize Incoming
Knowledge
Image Source: https://goo.gl/jmlvvn
WHICH OPERATING SYSTEM ARE YOU
RUNNING?
HOW DO YOU
RATE YOUR
DIGITAL
ORGANIZATION?
Image: http://goo.gl/oZoALN
Image: http://goo.gl/k6ndPI
ORGANIZE
DELETE WHAT YOU
DON’T NEED
http://goo.gl/nr6
WDh
DELETING = GOOD
 Try to keep 25% of your hard drive free
(on a 500GB hard drive, that’s 125GB
free)
 Less space = your c...
RECYCLE BIN
Everything “deleted” goes to the Recycle Bin
(i.e. still taking up space)
Shift + Delete to bypass Recycle Bin...
Delete Duplicate Files
http://goo.gl/Tc3E0w
CNET: http://goo.gl/Cqyr96
DUPLICATE CLEANER
DUPLICATE
CLEANER
Tip: To Preview Image Click on Image Name
DUPEGURU
http://www.hardcoded.net/dupeguru
/
CCLEANER
https://www.piriform.com/CCLEANER
REVIEW/DELETE
INSTALLED
PROGRAMS
Control Panel > Programs > Uninstall Programs
Windows 10: Right click on program in start...
TURN OFF ITEMS ON START
Windows: Found in Task Manager
Mac: System Preferences > Users & Groups > Login
Do you really need it?
Picture Source http://goo.gl/3z1HBa
ORGANIZE YOUR FILES
CREATE
FOLDERSRight Click on Desktop (or within
folder)
New > Folder
Name Meaningfully
EVERYTHING HAS A PLACE
Decide on an organizational
methodology
Create as many folders as
needed
Folders Need Meaningful...
MOVING FILES
PC:
• Hold Ctrl/Shift to select multiple files
• Control + X = Cut
• Control + V = Paste
• Control + A = Sele...
RENAME FILES
Image003 v.
2011JulyGabrielPoolParty
100
F2 or Right Click >
Rename
RENAME MULTIPLE FILES
>
 Shift or Ctrl to select
multiple files
CHANGE DEFAULT SAVE
DESTINATION
Save to Desktop
Not My Documents or Downloads (where things will
just gather)
In Chrome > ...
NEVER LET IT HAPPEN AGAIN
When downloading, rename pictures and documents. Give a meaningful
name:
 Date
 Event
 Person...
WHAT IS YOUR
ORGANIZATION
AL SYSTEM?
TIPS?
BACKUPS
The Key: Clear Your Desktop
Regularly
ORGANIZE INCOMING KNOWLEDGE
MAXIMIZE THE TIME YOU HAVE
AVOID BECOMING OVERWHELMED
CONSIDER AN INFORMATION DIET
Twitter, Email, RSS, Facebook, Google+,
BE AWARE OF NETFLIX
QUEUE
SYNDROME
CONSIDER DUMPING
Redundant News Sources
Those you are “saving” for
later
Topics no longer of interest
SOCIAL MEDIA
 Follow in ONE place
 Why are you following
them?
 If you skim or skip
them 70% of the time –
delete, hide...
CLEANING UP
FACEBOOK
 Delete your “likes”
 “Unfollow” annoying family
 “Unfriend” a few people
 Create lists of close
...
CLEAN UP FACEBOOK
CUSTOMIZE YOUR FEED
LOOK THROUGH LIKES & FOLLOWING
TURN OFF AUTO-PLAY VIDEO
CHANGE NOTIFICATION SETTINGS
EMAIL MANAGEMENT
CLEANING UP YOUR INBOX
Image: https://goo.gl/I1i5
UNROLL.ME
BOOMERANG
ADDITIONAL
TIPS
Schedule times to read email
Delete without opening
Action: Reply, Do, Delete
Pick up the phone
Turn off P...
CLOUD COMPUTING
WHAT IS CLOUD
COMPUTING?
Image: https://goo.gl/Q2HykD
What cloud services do you use?
REMOTE FILE STORAGE
Dropbox keeps
30 days – back-
up so I can
restore
accidently
deleted files.
Phew!
SYNCING DIFFERENT DEVICES
o Desktop Version of Dropbox
and keep all
documents/folders stored
there.
o Download the App
o W...
AUTO-SYNC MOBILE PHONE PICTURES AND
DESKTOP UPLOADS
SYNC YOUR EBOOKS
www.gutenberg.org/
o Open Dropbox on device
and read away
o Automate – and send to
your Kindle
wappwolf.c...
ALTERNATIVES TO
DROPBOX/
PRODUCTIVITY TOOLS
GOOGLE DRIVE
Image: http://goo.gl/V1y8
EVERNOTE
OTHER CLOUD SERVICES
o Amazon Cloud Player
o Microsoft OneDrive
WIKIS
PBWorks
Central Desktop
Compare softwares: http://www.wikimatrix.org/index.
LibGuides!
WORDPRESS.COMhttps://wordpress.com/ v. org
WP _ 1GB Free
Alternatively: Google Sites/Wix
IFTTT
IFTTT
www.ifttt.com
RSS READERS
FEEDLY
FLIPBOARD
BETTER THAN
BOOKMARKS
GETPOCKET
BROWSER TOOLS
SHORTEN URL TO SHARE
Goo.gl (Chrome)
To.ly (Firefox)
PRIVACY
ESSENTIALS
Lightbeam
Terms of Service
AD BLOCK PLUS
BEWARE OF IMPOSTERS
LIGHTBEAMFIREFOX ONLY
PASSWORD
MANAGER
• Lastpass
• Dashlane
• Firefox
Chart Source: http://goo.gl/uBwhw
BECOME MORE EFFICIENT
COMPREHEND A LITTLE FASTER
HAVE THE WEB READ TO YOU:
SPEAKIT
Chrome Only
DICTATION.
IO
Chrome Only or visit dictation.i
READ
WITHOUT
DISTRACTIO
N
• Evernote Clearly
• Instapaper
• Pocket
• Feedly
INSTAPAPER
Send articles to Social
Media & Your Kindle
MANAGE SOCIAL MEDIA
AUTOMATE WITH IFTTT
HOOTSUITE
Hootsuite.com
FRIENDS+ME
NOT SURE WHERE TIME IS GOING?
STAYFOCUSED
POMODORO TECHNIQUE
Pomodoro Technique: “uses
a timer to break down work into
intervals traditionally 25 minutes
in length,...
TOGGL
Toggl
RESCUE TIME
Rescue Time: Install on a browser or on your PC
ORGANIZE YOUR TECHNOLOGY TO ENSURE DATA
SECURITY, BACK-UPS, & OTHER IMPORTANT
PROCESSES ARE RUNNING AT FULL EFFICIENCY.
WHAT TOOLS DO YOU USE?
WHAT ARE YOUR ORGANIZATIONAL TIPS?
REMEMBER: TECH IS A TOOL NOT AN END
GOAL.
KEEP IT SIMPLE Need to get motivated, try these tips: http://goo.gl/
DISCUSSION & QUESTIONS
diana@novarelibrary.com
slideshare.net/dee987
Diana Silveira
www.novarelibrary.com
SWFLN:  Organizing Your Technology
SWFLN:  Organizing Your Technology
SWFLN:  Organizing Your Technology
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SWFLN: Organizing Your Technology

  1. 1. ORGANIZING YOUR TECHNOLOGY SWFLN PM Presentation
  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 NEED http://goo.gl/nr6 WDh
  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://goo.gl/Tc3E0w 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/DELETE INSTALLED PROGRAMS Control Panel > Programs > Uninstall Programs Windows 10: Right click on program in start, and choose “uninstall” Settings > System > Apps & Features OR use control panel
  15. 15. TURN OFF ITEMS ON START Windows: Found in Task Manager Mac: System Preferences > Users & Groups > Login
  16. 16. Do you really need it? Picture Source http://goo.gl/3z1HBa
  17. 17. ORGANIZE YOUR FILES
  18. 18. CREATE FOLDERSRight Click on Desktop (or within folder) New > Folder Name Meaningfully
  19. 19. EVERYTHING HAS A PLACE Decide on an organizational methodology 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
  20. 20. 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
  21. 21. RENAME FILES Image003 v. 2011JulyGabrielPoolParty 100 F2 or Right Click > Rename
  22. 22. RENAME MULTIPLE FILES >  Shift or Ctrl to select multiple files
  23. 23. CHANGE DEFAULT SAVE DESTINATION Save to Desktop Not My Documents or Downloads (where things will just gather) In Chrome > Settings > “Show advanced settings”
  24. 24. 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)
  25. 25. WHAT IS YOUR ORGANIZATION AL SYSTEM? TIPS?
  26. 26. BACKUPS
  27. 27. The Key: Clear Your Desktop Regularly
  28. 28. ORGANIZE INCOMING KNOWLEDGE MAXIMIZE THE TIME YOU HAVE AVOID BECOMING OVERWHELMED
  29. 29. CONSIDER AN INFORMATION DIET
  30. 30. Twitter, Email, RSS, Facebook, Google+, BE AWARE OF NETFLIX QUEUE SYNDROME
  31. 31. CONSIDER DUMPING Redundant News Sources Those you are “saving” for later Topics no longer of interest
  32. 32. 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
  33. 33. CLEANING UP FACEBOOK  Delete your “likes”  “Unfollow” annoying family  “Unfriend” a few people  Create lists of close friends/family
  34. 34. CLEAN UP FACEBOOK
  35. 35. CUSTOMIZE YOUR FEED
  36. 36. LOOK THROUGH LIKES & FOLLOWING
  37. 37. TURN OFF AUTO-PLAY VIDEO
  38. 38. CHANGE NOTIFICATION SETTINGS
  39. 39. EMAIL MANAGEMENT
  40. 40. CLEANING UP YOUR INBOX Image: https://goo.gl/I1i5
  41. 41. UNROLL.ME
  42. 42. BOOMERANG
  43. 43. 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
  44. 44. CLOUD COMPUTING
  45. 45. WHAT IS CLOUD COMPUTING? Image: https://goo.gl/Q2HykD
  46. 46. What cloud services do you use?
  47. 47. REMOTE FILE STORAGE Dropbox keeps 30 days – back- up so I can restore accidently deleted files. Phew!
  48. 48. SYNCING DIFFERENT DEVICES o Desktop Version of Dropbox and keep all documents/folders stored there. o Download the App o Web-based access
  49. 49. AUTO-SYNC MOBILE PHONE PICTURES AND DESKTOP UPLOADS
  50. 50. SYNC YOUR EBOOKS www.gutenberg.org/ o Open Dropbox on device and read away o Automate – and send to your Kindle wappwolf.com
  51. 51. ALTERNATIVES TO DROPBOX/ PRODUCTIVITY TOOLS
  52. 52. GOOGLE DRIVE Image: http://goo.gl/V1y8
  53. 53. EVERNOTE
  54. 54. OTHER CLOUD SERVICES o Amazon Cloud Player o Microsoft OneDrive
  55. 55. WIKIS PBWorks Central Desktop Compare softwares: http://www.wikimatrix.org/index. LibGuides!
  56. 56. WORDPRESS.COMhttps://wordpress.com/ v. org WP _ 1GB Free Alternatively: Google Sites/Wix
  57. 57. IFTTT
  58. 58. IFTTT www.ifttt.com
  59. 59. RSS READERS
  60. 60. FEEDLY
  61. 61. FLIPBOARD
  62. 62. BETTER THAN BOOKMARKS
  63. 63. GETPOCKET
  64. 64. BROWSER TOOLS
  65. 65. SHORTEN URL TO SHARE Goo.gl (Chrome) To.ly (Firefox)
  66. 66. PRIVACY ESSENTIALS Lightbeam Terms of Service
  67. 67. AD BLOCK PLUS
  68. 68. BEWARE OF IMPOSTERS
  69. 69. LIGHTBEAMFIREFOX ONLY
  70. 70. PASSWORD MANAGER • Lastpass • Dashlane • Firefox Chart Source: http://goo.gl/uBwhw
  71. 71. BECOME MORE EFFICIENT
  72. 72. COMPREHEND A LITTLE FASTER
  73. 73. HAVE THE WEB READ TO YOU: SPEAKIT Chrome Only
  74. 74. DICTATION. IO Chrome Only or visit dictation.i
  75. 75. READ WITHOUT DISTRACTIO N • Evernote Clearly • Instapaper • Pocket • Feedly
  76. 76. INSTAPAPER Send articles to Social Media & Your Kindle
  77. 77. MANAGE SOCIAL MEDIA
  78. 78. AUTOMATE WITH IFTTT
  79. 79. HOOTSUITE Hootsuite.com
  80. 80. FRIENDS+ME
  81. 81. NOT SURE WHERE TIME IS GOING?
  82. 82. STAYFOCUSED
  83. 83. POMODORO TECHNIQUE Pomodoro Technique: “uses a timer to break down work into intervals traditionally 25 minutes in length, separated by short breaks.” More: https://goo.gl/2k6NN
  84. 84. TOGGL Toggl
  85. 85. RESCUE TIME Rescue Time: Install on a browser or on your PC
  86. 86. ORGANIZE YOUR TECHNOLOGY TO ENSURE DATA SECURITY, BACK-UPS, & OTHER IMPORTANT PROCESSES ARE RUNNING AT FULL EFFICIENCY.
  87. 87. WHAT TOOLS DO YOU USE? WHAT ARE YOUR ORGANIZATIONAL TIPS?
  88. 88. REMEMBER: TECH IS A TOOL NOT AN END GOAL. KEEP IT SIMPLE Need to get motivated, try these tips: http://goo.gl/
  89. 89. DISCUSSION & QUESTIONS
  90. 90. diana@novarelibrary.com slideshare.net/dee987 Diana Silveira www.novarelibrary.com

Email! Social Media! RSS Feeds! Texts! We have so much incoming digital information coming to us through numerous sources and devices. During this interactive session, we will discuss how to organize the digital information you have and how to organize incoming information.

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