By Dave Ulacia  

Organizing your computer files may seem like a daunting task that requires the assistance of a psychiatrist more than a computer guru. But, take a deep breath and relax. Organizing your files on your computer is actually quite easy and effective. You don’t need high level computer expertise, just some common sense.

If you are old enough (more politely, experienced enough) to remember when using the DOS operating system was state-of-the-art, you remember that your file names were restricted to eight characters. This was challenging. But this is no longer a concern. You can name your files any way you want that makes sense to you. That is the key.

Just as you would typically name your physical folders with “titles” that help you find them quickly, you should approach organizing your computer files with the same philosophy. Using “directories” (like file cabinets) wisely and filing your virtual folders just as you would in a metal or wooden file cabinet in places that you will either remember or that give you quick access, you can organize your computer files to be just as convenient as you might with your manila folders.

That doesn’t sound hard, does it? It’s really that simple. Organize your files in any way that makes sense to you, not anyone else. Visualize a stack of manila folders and a file cabinet and go to work. Set up your computer files just as you’d like to organize your physical folders.

Don’t worry if your file names might pose a mystery or challenge to others. Unless you’re going to make your files available on a company-wide local area network (LAN) or provide access to your folders for your co-workers, you have complete freedom to organize your computer files as you wish. The names and locations should make sense to you to help you locate the information you need when you need it.

If you’re at a loss as to how to start and want some suggestions, you can search the Internet to find one or more of the hundreds of articles and methods of designing a file system. Just be careful. Reading too many of these might put you into a state of confusion instead of action.

Should you need to store many files or need to provide access of your files to others, here’s a simple tip to make this task easier. Create a document that serves as a “key” or roadmap to your filing system. It could show what types of files are stored in which directories and folders to eliminate any wasted “clicking” when trying to find files of one type or another. While it should take only a few minutes to create, it may save you hours when you need to find a file.

Regardless of how “high tech” you may be, the best organization of your computer files is the one that makes sense to you. Create directories that are logical. Choose folder and file names that mean something to you and help you put your finger on the files you want when you want them.

May 2:

When you’re dashing out the door in the morning, it isn’t the best time to be looking for school bags or diaper bags. Help everyone have a less stressful start to the day by establishing a standard place for important family bags. Have whoever brings the bag home place it in the assigned spot before they go to bed. And don’t forget to restock the diapers!

FranklinCovey is especially interested in joining forces with organizations that invest their time and energy in helping those in need. To that end, we are proud to announce our newest partnership with Designer-her Gals to bring you an entirely new opportunity to serve others. The best part of the products is that a portion of proceeds from all sales is donated to the Gal to Gal™ Foundation, a nonprofit organization that assists women with final stage breast cancer.

By Kelly Pratt 

If you are living with one or more other people in your home, you may have experienced one of the following scenarios: 

It’s Wednesday evening. You’ve just finished dinner and are clearing the table when there’s a knock at the door. You answer and standing on the doorstep is the neighbor family you invited over for dessert—NEXT Wednesday. “No, honey,” your spouse says. “Remember? We changed the date. Didn’t you write it on the calendar?” “Which calendar?” you reply.  “The one in your office or the one in mine?” Amid smiles and confusion, you invite the neighbors in for a stale cookie—there would have been fresh ones next week—and vow to figure out how to keep this from happening again. 

Or, as you’re falling into bed at night, you remember that your spouse’s friend called to ask for help moving—two days ago. And move day is tomorrow! You forgot to deliver the message because there wasn’t anything by the phone to write the message on. There never is. You wonder how many important messages may not have made it to you and vow to go out in the morning to buy a supply of Post-its and a package of pens, hoping that somehow it will help. 

Miscommunications and missed communications seem to be part and parcel of family life. There is, thankfully, a way to avoid the frustration created by scenarios such as these. The solution to some of your communication disconnects is a family communication center. 

A family communication center is a place designated for coordinating your calendar items, posting messages, displaying special cards or children’s artwork and housing your paper flow system as well as files that may need to be accessed by all family members. When establishing a family communication center, try to place it in a high-traffic area, such as the kitchen or family room, so that everyone has ready access to the information posted and stored there. 

Here are some suggestions for what to include in your family communication center. Keep in mind that these are guidelines; you can tailor your communication center to meet your family’s needs. Some basic elements include— 

+ A bulletin board to display cards and messages.

+ A calendar with all family and individual activities.

+ A phone message center. Use carbon copy phone pads so you always have a copy of messages taken, and make sure you have a supply of pens.

+ Your paper flow system and at least two file drawers so all family members know where to find specific pieces of paper. As it relates to your paper flow system, your family communication center is the place you will likely process school papers that come home with your children. You can also have in-boxes for each member of your family to house incoming paper, such as mail.

The benefits of a family communication center are numerous, but here are two of the most important: 

1. Your family members won’t be angry or frustrated with each other for forgetting to pass along information! Although miscommunications will still occur, a family communication center greatly reduces their frequency. Members of the household are more likely to receive communications from the outside world in a timely manner, whether they arrive by phone or by mail, because you will have created a system to make sharing information easier.

2. With a family communication center, not only will you be able to keep track of when you’re entertaining the neighbors, more importantly you will be able to create a supportive family environment.  Everyone will know when your youngest daughter’s dance recital is, and everyone will know which night your oldest son is in the school play. By using a central calendar, you can also accurately assess how full your life is so you don’t overextend (as often).

Here are some suggested items to help build your Family Communication Center:

+ File Folders

+ Magnetic Strip to hold papers

Best of luck as you create a communication area for your family. I hope you experience rich benefits!