Tips for Digital Organization

  1. Use descriptive subjects in the subject line of your emails.  This will enable you to easily locate an email when you need it.
  2. Change subject lines in emails, particularly when there’s a chain of emails that has gone back and forth several times.
  3. Create a functional digital filing cabinet.  Instead of saving emails in your inbox, drag them into appropriate digital folders as soon as you read them.
  4. Name your files consistently and with meaning.  For example, if you have a monthly staff meeting with minutes that are transcribed, call these files “Staff Meeting 12.10.14.
  5. If there are multiple versions of the same document, include this in the file name.  For example, “Client Presentation V1”.  If it’s not necessary to save the older versions, then don’t.
  6. At the conclusion of a project, take the time to “clean up” just as you would your physical files.  Eliminate or delete old versions and any emails that are no longer relevant.
  7. Only check email at prescribed times during the day.  If you respond to a ping every time a new email hits your computer, you’ll lose 50% of your productivity.
  8. Unsubscribe to “junk” email.  When you make a purchase online, uncheck the box that asks if you want to be notified of news and specials.
  9. Use a filter on your email to sort emails into subfolders rather than into your main in-box.
  10. Consider creating a new email address, and use that for all online shopping.  Or use it for important emails, giving the address only to a select group of people.

 

 

 

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