Technology is an important part of business in today’s world, but if you aren’t taking active steps to stay organized, your digital space can quickly become a frustration. Have you ever wondered what a Professional Organizer would do? Here’s your chance to find out! Your NYC Professional Office Organizer is answering your most pressing digital organizing questions…
Q: I keep losing documents that I download on my computer. What’s the best way to save them so I’m not spending so much time searching for them?
A: The key to being able to locate a document quickly is for it to have a file name that resonates with you. What makes sense to you might not work for me and vice versa. As you are downloading documents, be sure to check the file name so that you can tweak it as needed before saving it to your computer. In addition, be sure to save the document in a folder when downloading it. In addition, use the same approach when naming your file folders.
Q: I’m hesitant to go completely digital with the paperwork in my office. Are there certain documents I should save in hard copy?
A: This is a question that is frequently asked. The response will vary depending on whether you are referring to business paperwork or personal documents. In either case, I always advise my clients to consult with their financial and legal advisors. They can provide guidelines concerning which documents to keep, the length of time to keep them and whether they should be kept digitally, in hard copy or both.
Q: I struggle with understanding how to use my calendar vs my to-do list. How should I use each app?
A: In addition to scheduling appointments and meetings in your calendar, you should also block time in it for specific tasks. This could include project work, recurring activities like prospecting for new clients, and even exercise time. Your to-do list should be a complete master inventory of the tasks that you need to do. For example, these tasks can be related to larger projects, administrative, marketing or personal. Once you have this list, it is easier to identify those top 1-2 tasks that must be done each day.
Do you have a question for this NYC Professional Office Organizer? You can ask your questions right here and I’ll respond promptly!