The Best Digital Organization Tips for Your Phone and Desktop
Organizing extends further than just your physical stuff. In today’s technological society, our digital devices contain hordes of information, from photos to reminders and even copies of vital documents. If you want your digital life to be as streamlined as your physical space, you need to be able to digitally organize your devices.
Today, we are covering a few digital organization tips for all your devices. Plus, we share some pretty amazing tips on how to organize your important documents so you are always covered in case of emergencies.
7 tips to keep your smartphone organized
First, let us look at some ways you can keep your smartphone organized for ease of use. You can also use these tips to organize your tablet as well.
#1 — Declutter your home screen
First things first, remove any apps you do not use regularly from your home screen. This will reduce clutter and make it easier to find the apps you do use. We have all downloaded apps we need for something in the moment. But if you do not need that app for anything else, uninstall it. If you need it again, smartphones make it super easy to reinstall an app.
#2 — Use folders
Folders allow you to group similar apps together. We apply this same method when organizing physical items and it can work wonders on your digital devices as well. For example, you can create a folder for social media apps or a folder for productivity apps.
#3 — Use widgets
Widgets provide quick access to information or apps that you use frequently, like the weather or news. Consider adding widgets to your home screen to make it more efficient, but do not overcrowd it. You only want to use widgets that are intentional to your day-to-day.
#4 — Prioritize your apps
Move the apps you use the most to the front of your home screen. This will make it easier to access them quickly when you unlock your phone. These apps will vary depending on the person and your job so be intentional with the ones you choose.
#5 — Use the search function
Smartphones are called “smart” for a reason and you can use that to your advantage by using the search feature. This allows you to find apps quickly, though you can also use it to find contacts and other information. This comes in handy for apps you do not keep on your home screen.
#6 — Turn off notifications
You need to be intentional with what apps draw your attention away from the task at hand. That is why we recommend turning off notifications for apps you do not need. This will reduce distractions and help you focus on the things that matter.
#7 — Back up your data
Make it a habit to regularly back up your phone to the cloud or an external device. This will help protect your data in the event of a lost or damaged phone. Depending on how much you store on your phone, you may want to do this monthly or quarterly.
By implementing these smartphone organizing tips, you can help ensure that your phone is streamlined and easy to navigate. Now let us take a look at your desktop.
6 tips to keep your desktop organized
Organizing your desktop uses a lot of the same techniques as your smartphone, though in a slightly different way. An organized desktop improves productivity and efficiency, as well as prevents clutter and disorganization. Find things when you need them using these helpful tips.
#1 — Clean up your desktop
Go through and remove any unnecessary files, icons, or programs from your desktop. This reduces visual clutter and makes it easier to find what you need.
#2 — Create a folder structure
Folders are an amazing method for keeping things organized, but you need to find the structure that makes sense for you. Create main folders for different categories and then create sub-folders within those.
#3 — Use a simple naming convention
When naming folders and documents, use a consistent naming convention. This makes it easier to sort and search for files based on the names. Always give a file a name and keep it as simple as possible. You want to find things fast and this will help.
#4 — Use cloud storage
Consider using cloud storage services such as Google Drive, Dropbox, or OneDrive to store your important files. We will talk more about that below, but this way you can access your files from any device and do not have to worry about losing them if your computer crashes.
#5 — Use the search function
Just like your smartphone, your desktop has an impressive search function that allows you to find files and folders quickly. You can also use it to search for programs, images, and more.
#6 — Delete what you do not need
Schedule a monthly or quarterly purge of your desktop. Go through it and delete files you no longer need. This reduces clutter and makes it easier to find files that are still relevant. It also creates more storage space for the files you need to keep permanently.
How to organize your important documents on your desktop
Our digital devices are only getting better and they have proved to be a worthy place to store important documents. This makes them easier to access and submit when you are doing something like taxes or if they are required for government applications.
You just read how to keep your devices organized, but now let us look closer at how you can efficiently organize your important documents on your desktop. This is particularly important with tax season upon us. It is the time of year you find yourself swimming in paperwork and so knowing how to properly store them digitally is a major benefit to getting your taxes done on time.
#1 — Create a folder specifically for important documents
You should have a folder on your desktop labeled “Important Documents” or something along those lines. Within that folder, you can then create sub-folders for different categories. For example, you can create folders for work documents, personal documents, financial documents, etc. It is best to have a folder for every category as this keeps them from getting tangled with others that do not relate.
#2 — Use really descriptive names
Because you may store files that span several years, it is important to be thorough with the names. Tax paperwork, for example, should include the year in the file name as this will let you know faster what time it corresponds with. If you have to open every single document to see what year it covers, you are wasting time. Simple is always best when naming files.
#3 — Use cloud storage for extra security
We mentioned before that services like Google Drive, Dropbox, and OneDrive are excellent to use as they allow you to open up documents on all connected devices. This way, if one crashes or gets damaged, you can still access the file. You may also want to encrypt certain files by installing a password on them. This is ideal for documents that store personal information, like your social security number or banking details.
The last thing we want to touch on is that there are certain documents you should store electronically as well as keep hard copies available. There are many reasons this is vital, but the most important is that legally, some documents require a hard copy to be kept.
To ensure these documents remain secure, we recommend buying a home safe. There are many available online that range in size and color. The documents you will want to keep in there include:
Personal identification documents like passports, copies of driver’s licenses, and birth certificates.
Legal documents like wills, trusts, and powers of attorney.
Financial documents like deeds, titles, insurance policies, and tax returns.
Valuables like jewelry, cash for emergencies, and more.
Medical information like records, prescription information, and other sensitive data.
Anything else you deem worthy of being protected.
A home safe is a convenient way to protect important documents from theft, fire, or other natural disasters.
When organizing your digital devices, focus on keeping things simple and efficient. If your devices are full of unorganized apps and programs you do not use, they are taking up valuable space just like physical clutter does in your home. That is why regular maintenance and creating a tailored system that works for you should be your priority when organizing your digital life.
Because while technology helps facilitate the clean-up of certain documentation, if you do not take the time to learn strategic methods, your digital space will spiral into a cluttered heap of files, apps, and programs. Take control of digital organization and you will have all your bases covered.
What is one thing you find difficult when organizing your digital devices?
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