For the Love of Lists

Engineering life one step at a time

How to Declutter and Organize Your Computer

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How to Declutter and Organize Your Computer

For the past few weeks I’ve been following the popular “Home Organization 101: A Bowl Full of Lemons 14 Week Challenge” in order to finally get our house unpacked and decluttered.  It’s been a great motivator, yet I noticed that there’s one important category missing: electronic organization.  Many organization articles suggest that you digitize your files, but few remind you that, like your home, your hard drive has a finite amount of space.  And, if your computer isn’t treated well, you could find yourself dealing with a computer crash at the wrong time.  I’m currently in the process of updating my computer, and I came up with a list to follow to guide me through the clean up.  Here are my tips to declutter and organize your computer too.

Purging
The first step to cleaning out your computer is to get rid of all the files you don’t need anymore (kind of like clearing out your closet).  This step takes the longest, but it will take less time in the future if you schedule routine reviews of your digital content.  For fun, check your hard drive space before and after you complete this step (it’s fun to see a significant change).  Here are the areas you want to check:

  • Documents: don’t forget those from your desktop, downloads folder, cloud drives, and external hard drives
  • Photos/Videos: you don’t really need to save photos from that lunch you made two years ago
  • Music: if you don’t listen to it or you’re content to use streaming stations for it, get rid of it
  • Emails: go through both your inbox and your archives (don’t forget to review your “sent” box)
  • Bookmarks: check your browser and delete any sites you don’t visit
  • Programs/Toolbars/Plug-Ins: uninstall any program you don’t use
  • Recycling Bin: save this for last and be sure to empty the bin completely once you’re sure you’ve saved what you need

If you’re debating on whether or not to keep old documents, refer to this article on how long you should keep those “important” files (although you can be slightly more forgiving with electronic versions).  Keep an eye out for duplicate versions of photos or documents; you probably don’t need to save multiple copies in the long run.

Organization
Now that you’ve pared down to the files you want to keep, it’s a lot easier to organize them the way you’d like.  Here are some suggestions for setting up your system:

  • Match your electronic filing system to your paper one: use this guide to Home File Storage to make it simple to find everything you’re looking for
  • Replicate the format of your filing system on any cloud drives or external hard drives: know where to move files to when backing up your computer
  • Ensure all your files are labeled correctly: correct anything with an unclear name and be consistent
  • Determine which folders and files need to stay on your desktop: use a desktop organizer or just arrange them neatly (minimize desktop clutter)
  • Setup a system to streamline emails: create organized inbox and archive folders to direct incoming emails

Backup
The best thing you can do for piece of mind is to routinely back up your important digital files.  You never know when a hard drive may fail or get damaged, so creating copies of your files will allow you to recover quickly.  Aim to backup copies of both your complete set of files and your system image, but at a minimum your personal files (documents/photos/programs/etc).  There are several ways to do this:

  • External Hard Drives: these can be portable, stationary, or cloud-based and come in a wide range of storage capacities (I use this 8TB cloud drive but I’m also a fan of the Western Digital My Passport series)
  • Cloud Service: programs like DropBox, Google Drive, iCloud, and others allow you to backup either small amounts of content for free or large amounts for $50-$100/year
  • CD’s/Flash Drives: although not as recommended (and definitely not worth it for large batches of content), keeping a CD/flash drive of important files and photos in a fireproof safe provides some extra security

You can perform these backups using either good old-fashioned copy/paste (easy enough for personal files) or dedicated backup software (better for system-wide backups).  Whichever method(s) you choose, ensure that you have enough space for all of your current storage needs with plenty of room to grow.  The safest bet is to have three copies of your data: one on your primary computer and two backups in different locations.  If that seems like too much at first, start with one solid backup option that you can maintain easily.

Scanning & Computer Cleanup
Okay, so your computer is decluttered and backed up.  Now it’s time for a deep clean.

  • Run an anti-virus program: you should have one installed already; set it up for routine scans in the future to delete malicious files
  • Run disk cleanup: this deletes unnecessary files from your computer and can be run from the “Start” menu
  • Defragment your hard drive: this rearranges system files for faster performance and can also be run from “Start”
  • Install any updates: check for any system or program updates that you’ve been putting off (be sure to restart afterwards)
  • Physically clean your computer: use electronics wipes and compressed air to wipe down the screen, keyboard, slots, and casing

Preventative Tools
You’re really all set to go, but there are a few further steps you can take to help maintain your computer’s performance and organization.

  • Use an app like Unroll.me to unsubscribe from emails you don’t wish to receive anymore
  • Set up a browser tab suspender like OneTab to reduce the burden of multiple web tabs on performance
  • Disable unnecessary startup programs
  • Set periodic reminders for yourself to backup and clean out your computer every 6 months or so

Following this process should help your computer to run faster and more efficiently, plus ensure your files are protected in the unfortunate event of a crash or virus.  So next time you’re working to organize your home, don’t forget electronic organization too!

 

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How to Set Up Your Family Mail Center

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Even though email has taken over our lives, we still get a ton of mail.  Between catalogs, magazines, mailers, bills, personal letters, and newsletters our kitchen table used to be full of piles of papers we never felt we had time to sort.  We even had a cooler bin full of papers to burn in the garage.  It was a mess.  So a few months ago we put together our own mail station right next to our front door, and it has made such a difference.  Everything we need to process the mail is essentially in one location (like a kit).  Now the mail has a place to go, to be sorted, and to be taken care of.

Here’s what you’ll need to set up your very own family mail station:

  • Dedicated Space: a side table, specific counter section, shelf, wall zone
  • Disposal Equipment: trash bin, recycling bin, shredder
  • File Organizers: file folders, baskets, standing organizers, wall unit
  • Mail Supplies: stamps, address labels, envelopes, letter opener, pens, stationery
How to Setup Your Family Mail Center
Our mail station with our home management binder, receipt holder, and dry erase pens.

Here’s how to use it to manage your mail:

  • Inbox/Outbox: Baskets or trays are great for handling small piles of mail (just don’t let them get too full!)
  • Disposal: To avoid clutter, get rid of obvious junk mail before it even hits your inbox.  Shred files with any personal info and recycle or trash the rest.
  • Organization: Sort your inbox and dispose of any remaining junk mail.  Then temporarily file the rest for use.  There are a few ways to do this (see my post on organizing emails for an alternative), but here’s what works for us using a 3-section file bin:
    • Important – bills, membership renewals, letters to respond to
    • Hold – appointment reminders, tax forms, schedules
    • Magazines
  • Filing: Periodically review your mail bins to dispose of old papers and put items to save in your home filing system (ex. filing cabinet or similar).  Cycle magazines when your bin is full.  Mark any mailers or catalogs that you don’t need and unsubscribe.
  • Optional Supplies: Depending on your needs, here are a few other suggestions for items to keep close by:
    • Checkbook
    • Blank Greeting Cards
    • Packing Tape
    • Post Office Hours
    • Home Management Binder

I hope this helps you to get control of your mail situation (remember, it’s the first step to your home filing process).  For us it’s been one simple task made so much easier!

How One File Cabinet Can Organize Your Home

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Three months ago we got a file cabinet, and I don’t think I’ve been so excited about a project in a while.  I cleared out an entire day to attack every loose paper in our house, armed with a stack of tabbed folders and a pile of markers.  Now that I have my system in place a multitude of tasks that I used to dread have become as simple as finding the right folder.  Here are some of the reasons I love my file cabinet:

  • It’s easy to reference your files (like reviewing your water usage against last year)
  • Organize your old class notes or your child’s schoolwork
  • Save artwork and greeting cards
  • Every paper has a place (and you can easily distinguish the ones you don’t need)
  • Store loose recipes and magazine articles
  • Save old trip planning resources for future vacations
  • Keep old planner sheets/to-do lists/bucket lists for “someday” tasks
  • Secure manuals, warranties, and major receipts for quick access
  • Organize your loose-leaf notes from old “brain dump” notebooks
  • Folder systems are cheap to implement and modify

How One File Cabinet Can Organize Your Home

When we first realized we had a ton of paper fodder we refused to get rid of (as engineers we like to review old school notes), it took a bit of time to determine the correct system for us.  My friend suggested getting paper file boxes to store in the garage, but those are difficult to access when you’re looking for a specific document.  A few websites suggested going digital, but we don’t have the time yet to convert so it’s not feasible right now.  So we decided that it was worth the cost and space of a file cabinet to keep everything in order.  If you’re thinking this may be the right system for you, be sure to consider the following first:

  • They take up some space (ours is 26.5″ x 15″)
  • They don’t look very pretty (we decorate ours with hardcover books and bookends)
  • Fireproof ones are heavy and expensive (you can always get a small fireproof safe for important documents)
  • They require continuous maintenance or they’ll become a dumping ground (make a yearly date to purge old files)

All of those obstacles are completely overcome by how amazing it is to have a place for every document.  Have I convinced you yet?  I hope so (it’s really a lifesaver for me).  Here’s how to set it up in your own home:

  1. Collect all of your loose papers and notebooks (yes, I mean EVERYTHING).
  2. Go through every sheet and separate them into the following piles: “Keep”, “Toss”, “Shred”.
  3. For your “Keep” pile, separate them into categories (ex. bills, receipts, manuals, kid’s art).  I think you know what to do with the other two piles!
  4. Shop around for a cabinet that will fit your paper pile.  Sometimes you can get a great deal off of Craigslist, but I also suggest looking for sales at Staples, Office Depot, or on Amazon.  Remember that you can always supplement your locking cabinet with a small fireproof safe.
  5. Look at your file categories and outline what sections you’ll need in your filing system.  I’ve included my outline below for reference.
  6. Shop around for organization supplies.  I use blue hanging tab folders from Staples mixed with simple manila folders.  Have some fun with this: if you want to color-code or cover everything in washi tape, go right ahead.  Just make sure you’ve got enough for extra folders as your system grows.
  7. Label your folders and fill in your cabinet.  Make sure you have enough room to move files around as your search, and remember that you’ll be constantly adding as time goes by.
  8. Lastly, designate a “File” bin in your home for any incoming papers that need to make their way into the cabinet.

That’s it!  I’ll admit, it’s a lot of work up front.  But it’s completely worth it, since now I know where to find every scrap of paper and I only have to manage the “File” bin and a yearly paper purge.  Every family will have their own system of reference folders, but if you’re looking for a place to start I’ll share ours with you:

File System
My organized file drawer.

Home File Storage

1. Important Documents (Safe)

1.1   Personal Information (I = Per Individual)
1.1.1   Birth Certificates (I)
1.1.2   Social Security Records (I)
1.1.3   Driver’s Licenses (I
1.1.4   Passports (I)
1.1.5   Draft Registration (I)
1.1.6   Fingerprints (I)
1.1.7   Religious Records (I)
1.1.8   Immunization Records (I)
1.1.9   Voter Registration (I)
1.1.10 Military Service Records (I)

1.2   Household Information
1.2.1   Marriage Certificate
1.2.2  Deeds
1.2.3  Vehicle Titles
1.2.4  Financial Info
1.2.5  Account Passwords/Combinations
1.2.6  Home Item Inventory

1.3   “Always Prepared” Folder
1.3.1   Life Insurance
1.3.2  Wills
1.3.3  Wishes

2. Financial

2.1   Bank Info

2.2   Bills
2.2.1   Rent
2.2.2   Gas
2.2.3   City Utilities
2.2.4   Cable/Internet

2.3   IRA/401(k)/Retirement Info

2.4   Income Tax Info

2.5   Credit Card Info

2.6   Investment Info

2.7   Long-Term Payments

2.8   Charitable Contributions

2.9   Loan Info
2.9.1   Student Loans
2.9.2  Auto Loans
2.9.3  Home Loans

3. Career

3.1   Employment Records

3.2   Education Records
3.2.1   School Records
3.2.2  Transcripts
3.2.3  List of Activities

3.3   Resumes

3.4   Certifications

4. Medical

4.1   Physician Records
4.1.1   Immunization Records
4.1.2  List of Surgeries/Hospitalizations
4.1.3  List of Medications
4.1.4  Medical Records

4.2   Health Insurance

4.3   General Physician

4.4   Cardiologist

4.5   Neurologist

4.6   Dentist

4.7   Optometrist

4.8   Allergist

4.9   Pet Records

4.10 Diet & Exercise Plans

5. Household

5.1   House/Home Info
5.1.1   Mortgage/Leasing Documents
5.1.2   Home Services/Contracts
5.1.3   Home Maintenance Records

5.2   Renter’s/Home Insurance

5.3   Vehicle Documents
5.3.1   Maintenance Records
5.3.2   Car Insurance
5.3.3   Car Registration
5.3.4   Vehicle Title

5.4   Home Management Documents

5.5   Home Item Inventory & Registration

5.6   Household History

6. Activities

6.1   Church

6.2   Volunteering

6.3   Certificates/Awards

6.4   Travel

6.5   Bucket Lists

6.6   Memberships/Organizations

6.7   Newspaper Clippings

I hope this has given you an idea of how to streamline your home documents.  For help organizing your emails as well, please check out my post, How to Clear Your Inbox with Only 3 Folders.  Happy filing!

 

This post contains Amazon affiliate links, which means that I receive a bit of compensation if you make a purchase using the product links above.  It’s no extra cost to you, and I would never suggest a product I wouldn’t buy myself.  I hope you enjoy the recommendations!