My online life is just as "cluttered" as my house, with a deluge of data daily -- articles to be read, to-do items that arrive via email or text message or in person.
In the interest of organization, time management, and helpful tips, here are my favorite techno-helpers for staying organized. Maybe some of these will help you too.
Evernote
www.evernote.com
Do you ever wish you could "save" clippings online, photos of good ideas, stuff you want to remember, Word docs, Excel files, Web pages, and everything else electronic in ONE PLACE? I'm tired of searching through an entire hard drive plus online bookmarks to find what I used last year for a specific task, or track down that "really cool gift idea for Uncle Larry" that I can't remember.
Evernote works by letting you create "notebooks" organized by whatever topic/theme you choose. Within these notebooks you can store ANYTHING -- pages of notes (typed, handwritten/scanned, whatever); photos (attach or download them); links to web resources; entire Web pages. You decide. Even better -- you can TAG each item with a subject tag (or several). So, for example, I *love* the drawer pulls that Anthropologie sells. "One of these days" I'm going to redo my kitchen, and I want nicer knobs. So I chucked the entire Web page into a notebook I call "House" and tagged it "ideas" and "house stuff" and "hardware." I could have tagged it anything -- "remodeling" or "kitchen" would be useful. Then, I can extensively search Evernote for any combo of text, title and tag -- AND save those searches for the future!! When I want all of my kitchen remodeling ideas in one place, I'll just search for them.
Evernote is a powerful online (and mobile phone) tool. Download the full program to your main computer(s) -- it's free -- and supplement with a browser plugin for Firefox/Safari/IE or get the app on your mobile phone. Give it a shot -- it's tailor made for busy lives (moms, students, teachers).
Dropbox
www.dropbox.com
Oh, Dropbox. How I love thee!
Go sign up for one. NOW. Would you like to access all of your useful files from anywhere on the planet, including your mobile phone, for free, 24/7? I thought so.
Seriously -- Dropbox is one of the best tools to hit the Internet since the Web2.0 revolution. You get 2GB of free space which mirrors the folder structure of your Dropbox folder (which you can install on as many computers as you'd like, or work simply with the online version). Drop a file into your Dropbox anywhere on the planet, and it automatically syncs to every computer where you have a Dropbox. This is how I maintain my sanity when my teaching files are spread across something like 6 different computers in 2 locations. Unparalleled.
Google Tasks, Calendar, Docs and Gmail
If you don't already use Google's impressive suite of online tools, you are really missing out.
Gmail isn't the most powerful email client out there, but they've just implemented a "Priority Inbox" feature that I love -- the engine "learns" over time which emails are truly important to you -- the ones you always open and read and respond to immediately. Gmail begins tagging those as "important" and keeps them at the top of your inbox so you see them first. I also love how Gmail "threads" replies/responses into a single chunk. I don't see 15 individual emails from 4 different people scattered over my inbox; I see one thread about the youth group T-shirt order. Searchable, taggable.
Now, Gmail is more tightly integrated with Calendar and Tasks. The Calendar is fine; it's not impressive but it keeps me on track and I can access/edit all events from my Palm Pre phone easily. But Tasks --very handy! You can now schedule a "due date" for anything on your Tasks list ... which lives on its own in your Gmail window. Reading an email that adds more work to your plate? Click "Add to tasks" and it pops onto your task list, where you can comment further to remind yourself what's to be done. Schedule a due date for it in Calendar and it's something like organization! lol
Finally, Google Docs has revolutionized word processing for anyone who is working away from their desktop regularly.... or anyone who doesn't want to spend $100 for Office. For free, you can author any Word or Excel document in Docs and share it with anyone (or just save it for yourself to print/use later). Docs also exports docs in PDF format, including nearly any Office doc (except Publisher files). It's not as powerful as the full-bore MS Word (footnotes are tricky, for example), but even college students don't need footnoting until the final stages of a paper. Plus, the ability to collaborate online on one document is unparalleled for the price. Check it out.
Feedly
www.feedly.com
I can't keep up with everything I want to read, either in print or online. Feedly helps though.
If you have a Google login, you're set. Just visit Feedly. com and download the extension for your browser (Firefox, Safari, IE). Within minutes, you will see the most gorgeous home page you've ever seen for reading articles online. You can also download an iPhone or Android app.
Next step is a wee bit tricky, but not too bad -- if you're using Firefox, it's pretty simple. Anytime you're on a website that updates regularly -- so, NYT, WSJ, CNN, 99% of blogs on Xanga or Blogger or WordPress -- you'll see that the site publishes what's called an RSS Feed. Feedly pulls in those posts as soon as they're posted and adds them to a delightfully clean, crisp reading area where you can skim, read, and ignore as you see fit. You just click on the little orange icon that pops up in the URL bar in Firefox, and add the feed to Google Reader (or straight to Feedly if you have that option). Done!
Seriously. It's hard to find a prettier way to read everything you want to read in ONE PLACE. Get that cup of coffee and catch up on everything at one time -- Amazon deals, the news, posts from your friends and family, information updates, whatever.
XMarks or Firefox 4.0 (Beta) Sync
www.xmarks.com
I have thousands of "bookmarks" online collected over 15 years of web browsing. (Wow. Now I feel old. lol) I used to "BackFlip" them using one of my favorite little online tools, but BackFlip succumbed to server trouble and the online revolution. Most bookmarks die within a year or two anyway, as web sites seem to move around more than Army families.
Anyway, install XMarks to Firefox/IE/Safari and you'll create a master list of online bookmarks that will sync to every other computer you use (if the browser extension is installed) via a secure login. You can also access your bookmarks online via login... so it's like a Dropbox for online booksmarks. You can tag your links and search for anything you need. I have dozens of sites marked for play purposes -- costume suppliers, stage weapons, makeup supplies, script resources, info on how to build this or that. I can find anything with a simple search, or poke around in the folder I created (called Plays).
If you've jumped up to the 4.0Firefox Beta (now on release 8) -- which looks pretty snazzy, by the way -- Firefox automatically does this syncing for you. Import your XMarks and you're good to go. You can get the Beta installation here, but warning: you need to know a little of what you're doing, because you need to set up a new Facebook profile and use it with Beta, or you'll totally kill both versions of Firefox on your machine. If you have no idea what i just said, you probably shouldn't try this.
http://www.mozilla.com/en-US/firefox/beta/
Picasa Web Albums or Flickr or Mozy--online backup
Picasa Web Albums
www.flickr.com
www.mozy.com
If you have years' worth of digital photos sitting on your hard drive, or even backed up on an external drive. you are asking for it.
Imagine losing every photo you own in a house fire.
Would you miss them? Are they worth something to you?
If so, you need to get your rear in gear and start transferring your digital image files to a more secure location. (Ditto your music files -- if your hard drive dies and takes iTunes with it, your music is gone forever unless you buy one of the programs that rips your iPod music back to your hard drive. And that'll preserve it all only if you can sync your entire music library to your iPod. If you can't, you would truly lose hundreds or thousands of dollars of music. You can't download the songs again for free.)
External and internal hard drives fail -- often. Either you need to keep leapfrogging your data onto other storage devices, OR start uploading full-res photos to an online source where you can access the FULL-SIZED digital files easily and for free. (Note: Facebook does not maintain a full-sized version of your photos. The new "hi-res" upload might help with that, but do you really want to click through every.single.photo on a FB album and save them one-by-one to replace your library??) So I recommend stashing your photos online too, as a backup. You can keep your photos entirely private. You just need safe, reliable, accessible real estate.
I offer some options, and I'm going to start using Picasa's Web Albums myself. For $5 a year you can have 20GB of storage space -- best rate available, especially if you're already using Picasa (a handy, free, useful photo editor). Flickr offers online photo storage for free (if you don't use much) or $25/yr for sizable real estate plus people can easily skim your photos (the ones you make public). Mozy is encrypted, automatic (you can schedule it to backup your hard drive, for example), and useful for ANY kind of file -- your college term papers, your old IRS tax PDFs, your photos, your iTunes library. It costs about $5 a month, but they offer a ton of customer support ... and there's something to be said for "automatic." And they maintain multiple versions of files (as in "Oh darn, I didn't mean to save over last year's copy of that test .... I wish I could get it back").
Great article: How to Backup your Photos Online
So there you have it. These tools are what keep my overly-busy life from affecting my sanity overmuch. Give them a shot!
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