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Archive for category: Electronic Organizing

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Improve Paper Management by Printing to PDF

this entry has 0 Comments/ in App of the Week, Electronic Organizing, Innovative Idea, Media, Paper Management, Time Management and Productivity / by Innovatively Organized
May 23, 2012
As a small business owner, how much paper and printer ink do you go through in a month?  Here’s a suggestion that could help you save money by using less paper and less ink.  As an alternative to printing your documents on paper, print to PDF.  Printing to PDF creates a PDF of your documents which you can file electronically and easily access and share later.  A few options you can use to print to PDF are PrimoPDF, doPDF and CutePDF Writer.  If you have to print a web page, try PrintFriendly, which removes ads, navigation, and web page junk, so you save paper and ink when you print.  Plus, you save time by not having to navigate around the extra clutter in the document!

Organizing a Busy Family Using the Cloud: Case Study

this entry has 0 Comments/ in Before and After of the Week, Cloud Computing, Electronic Organizing, Families and Kids, Innovatively Organized, Mobile and On-the-Go, Residential Organizing, Seattle / by Innovatively Organized
April 15, 2012
As professional organizers in Seattle, we recently worked with a family of five: three kids, one busy entrepreneur dad, and a working mom constantly on-the-go.  The family had smart phones but didn’t have their schedules synced or easily accessible, making it difficult to stay organized.
 

Solution:
We suggested the Seattle family use a cloud computing service and set up a shared calendar so they could collaborate, easily keeping informed about events or appointments for other family members. This gave them the ability to stay on the same page and know how to best coordinate their time commitments and obligations.

Result:
The busy entrepreneur dad now knows when each of the children’s activities are happening, the on-the-go working mom knows when her husband is running errands or picking up the kids as she returns home each night from work, and everyone knows the Seattle family’s weekend plans. The busy family now has a cloud-based tool to keep them connected and aware of their various commitments, time constraints, and upcoming events!

Think your family could benefit from professional organizers or productivity consultants?  Learn more about our services and ask how our team could help!

How to Use Outlook 2010 Auto Archive Settings

this entry has 0 Comments/ in Electronic Organizing, Email Organizing, Guest Blog / by Innovatively Organized
April 14, 2012
As productivity consultants, we help our clients clear digital clutter from their email programs often.  One of the quick things you can automate to clear your older emails is turning on the archive settings.  One of our recommended partners, APEX NW Technology, put together a fabulous video guide with tips for how to use Outlook 2010’s Auto Archive feature.  Check out this informative and helpful how-to video so you can start using Auto Archive for your email organizing efforts. 

Before and After of the Week: Staying Connected On-the-Go

this entry has 0 Comments/ in Before and After of the Week, Business Organizing, Electronic Organizing, Innovatively Organized, Mobile and On-the-Go, Time Management and Productivity / by Innovatively Organized
April 9, 2012
Service: Business Organizing

Challenge:
A busy sales executive wanted to have access to his email and calendar on-the-go, but his cell phone didn’t sync perfectly with Outlook.  He scribbled appointments on scratch paper while he was out and added them to his Outlook calendar when he got back to the office – sometimes to find that he’d double-booked himself.  Sometimes he was late for meetings because he forgot about appointments when he hadn’t been near his computer for several hours.

Solution:
We set up a Microsoft Exchange Server so that all of his email and calendar items are always in sync, on every device!

Result:
Now his phone, iPad, work desktop, and personal laptop are all in sync at all times.  By having the ability to add calendar items while on-the-go, this executive feels more in control of his schedule and is able to take advantage of breaks by checking and responding to emails in between meetings.

How to Choose a Better Password

this entry has 0 Comments/ in Ask the Organizers, Electronic Organizing, Email Organizing, Media, Mobile and On-the-Go / by Innovatively Organized
April 6, 2012
Most of us know that we need to pick a password that is harder to predict than password or abc123, but how do you choose a password that is both hard to predict yet easy to remember?

We don’t know about you, but our team of Productivity Consultants at Innovatively Organized got into a conversation recently where we realized that we all have a hard time remembering complicated random passwords.  Plus, do you really want to type out G&6d4*V#f2z every day to check your email?

An easy trick to improve your passwords is to replace words with random characters like this: Ch@ract3r$.

But let’s do the math: that’s only 10 characters, it’s a common dictionary word, and since we can probably assume that hackers have heard of this trick, it’s possible they’ve written algorithms complex enough to eventually guess this password.  And, you’d still have to remember which “a” was substituted with “@.” 

Here’s what we suggest:
•  String random words together
•  Capital the first letter of each word
•  Add some numbers (beginning, middle, or end)
•  The longer the better, with a variety of numbers, letters, and symbols

Some examples to get you started:
•  MyDogEats42?Slugs
•  Chased!By86MaroonStaplers

Or try the multiple word method:
•  Use a longer phrase that is easy to remember (like a song, poem, or quote)
•  Use the first letter from each word to string into a password.

Example: Using the song “I’m A Little Tea Pot Short and Stout. Here Is My Handle, Here Is My Spout.” Creates: IALTPSASHIMHHIMS.

Hard to guess but easy to remember!

What is Cloud Computing?

this entry has 0 Comments/ in Ask the Organizers, Business Organizing, Electronic Organizing, Innovatively Organized, Mobile and On-the-Go, Office Organizing, Paper Management, Time Management and Productivity / by Innovatively Organized
April 4, 2012
This month our team of Productivity Consultants at Innovatively Organized will be focusing on the popular topic of cloud computing – how to effectively and efficiently live and work within the cloud – through daily tips, interesting products, and helpful articles.  But before we begin, let us explain first what cloud computing actually is.  

At Innovatively Organized, we explain the cloud as a place to access virtual servers that are shared by multiple people, where you can use software services, and store data and files from multiple devices.  Think of the cloud as a place up in the sky (with an internet connection) where you can save, store, and retrieve documents and data.  From any device or location, you and anyone else you allow can access your information.  The benefits of cloud computing are numerous: it saves energy, speed and money; data is scalable; security is enhanced; and there is ease of mobility for those working anywhere and everywhere.  

Join our team of productivity consultants daily this month on our blog, Twitter and Facebook for daily updates and tips for a better Cloud Computing experience!  

Here’s another tip: Get in early and register now for our Cloud Computing 101: Learning the Basics webinar on June 14. This session tends to fill up fast!

The Top Accessory for Your iPad or Tablet: Boxwave Stylus

this entry has 0 Comments/ in Electronic Organizing, Media, Mobile and On-the-Go, Product Spotlight, Tools and Apps / by Innovatively Organized
April 3, 2012
Are your fingers growing weary from all that touchscreen action?  The Boxwave Stylus is a great tool to use with your iPad or tablet – the tip of the stylus mimics your fingertips, which makes it very effective when using it on your touchscreen.  And don’t worry about losing it - use either the included 3.5 mm headphone jack adapter or built-in metal clip to attach the Stylus directly to your device, your shirt, or your case.  Our team of productivity consultants has tested other similar stylus options, but this is by far the best we’ve found.

You’ll love it for:
•  Taking notes on your tablet or other touchscreen device
•  Cold weather when you don’t want to take off your gloves
•  Durability and storability
•  Speed and accuracy

Cost: under $20

Available at: our Amazon store

Business Spring Cleaning Checklist

this entry has 0 Comments/ in Business Organizing, Checklist, Clutter, Electronic Organizing, Email Organizing, Office Organizing, Paper Management / by Innovatively Organized
March 30, 2012
Most people associate spring cleaning with homes, but businesses can also benefit from tidying up. Got any piles of paper that could be filed?  Are your digital files hard to navigate?  Any old marketing pamphlets laying around with outdated information? 

Get a jump start on organizing now with our Business Spring Cleaning Checklist!

Checklist: Record Your Online Account Information to Save Time

this entry has 0 Comments/ in Checklist, Electronic Organizing, Media, Time Management and Productivity / by Innovatively Organized
February 22, 2012
Now that we all have about 50 different online accounts, with a variety of email accounts and password variations, it’s getting harder to remember every log in.  Spending time entering password guesses to access your account is frustrating.  Waiting for an email to reset your password is ever more frustrating.  Help yourself out and record your online account information on this organized form!  It will keep everything together and easily accessible.  You can even store your favorite websites and add notes to reference.  

Get organized now with our Online Accounts and Favorite Websites form!

App of the Week: PrintFriendly to Reduce Text Clutter

this entry has 0 Comments/ in App of the Week, Electronic Organizing, Media, Mobile and On-the-Go, Paper Management, Time Management and Productivity, Tools and Apps / by Innovatively Organized
February 15, 2012
Description:
When you print a webpage, your document usually includes half of the actual text itself and half huge ads and banners.  Not only does this waste paper and ink resources, but you end up wasting time trying to read the document around so much clutter!  PrintFriendly converts any webpage into a readable document.  No more frustrating banners, but a distilled, clean text-only document!

Abilities:
•  Distilled webpages down to just text
•  Save document as a PDF
•  Print documents

Great for:
•  Saving paper and ink
•  Spending less time navigating a document
•  More clean, organized and professional documents

Cost: Free

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Quick Tips

When organizing your paper files, avoid labels like “miscellaneous” and “random.”  You’ll encounter difficulties finding them later.
It’s distracting hearing your phone buzz. Block off time to truly focus; shut the door, silence your phone, close your email.
Create a set of email policies for your small business so everyone’s on the same page when it comes to writing and sending emails.
Never plan every minute of your day – add buffer time to your day for the unexpected tasks that pop up.
Elizabeth swiftly and efficiently demonstrated easy methods to organizing my online clutter.  My creative and innovative management style no longer clashes with daily details and extensive reporting requirements.  What a relief!  With a new, common sense system in place, our non-profit initiative become more productive and so have I!Brian Jaeger
Very illuminating going over my weekly review checklist and realizing that the parts of the work I dread doing are the things I don’t have systems and structure for… I can see already that this is going to be a big help, and wish I’d gotten started sooner! I’m feeling optimistic, and looking forward to solving the problem(s) and getting my time more focused on the patient work I love to do!Dr. Deborah E., ND
Create a system for processing business cards you receive. Try delegating the data entry portion of the task to an assistant or intern.
I am able to accomplish more, in less time. When I work in my home office, I’m not distracted by piles of paper all around me. I am able to proudly show off my work space now! Angela Shen
Try setting time limits for tasks that easily eat away your day, like responding to email or checking Facebook.
Schedule a time/date to file and clean your files (weekly or bi-monthly).

Testimonials

Innovatively Organized’s Email Mgmt Webinar was great! My inbox is now down to zero for the first time in a long time. I would highly recommend it to any friends or associates!Dan F., Realtor
Very illuminating going over my weekly review checklist and realizing that the parts of the work I dread doing are the things I don’t have systems and structure for… I can see already that this is going to be a big help, and wish I’d gotten started sooner! I’m feeling optimistic, and looking forward to solving the problem(s) and getting my time more focused on the patient work I love to do!Dr. Deborah E., ND
I loved your presentation of Email Organizing 101. The presentation was clear and informative, and you offered wonderful tips to make our busy lives easier. I already implemented some of your recommendations, and have no remaining emails at the end of the day in my inbox. Also, you have a great sense of humor, so like everyone else, I truly enjoyed my time there. Time and money well-spent.Jennifer S., Merrill Lynch
The one-on-one attention I got from Elizabeth helped me identify problem areas and prioritize changes to become more streamlined and organized.  Replacing old habits with new ones is challenging but extremely rewarding! Thanks again, Elizabeth!Eliott P., Event Services Manager
You definitely demonstrated what you do best – being organized! It was very apparent that you’ve gone through training and certification and truly know your business.Jeanette H., BPW
Elizabeth swiftly and efficiently demonstrated easy methods to organizing my online clutter.  My creative and innovative management style no longer clashes with daily details and extensive reporting requirements.  What a relief!  With a new, common sense system in place, our non-profit initiative become more productive and so have I!Brian Jaeger
I am able to accomplish more, in less time. When I work in my home office, I’m not distracted by piles of paper all around me. I am able to proudly show off my work space now! Angela Shen
Elizabeth got right down to the critical changes we needed to make to improve our work flow. And we had fun doing it!Sheree C., Paralegal, Office Max
IO has changed my whole perspective on being organized. You guys rock.Amy T., Blueflame Heating & Air Conditioning
I can’t tell you how accomplished I feel today. Even when someone came to me with an “emergency” project, I noted that on my calendar. I know that I can use that information to help people better schedule time with me to get these projects done.Erin George, Real Change News
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