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Smart & Easy Software Tips: 10 Ways to Prep for 2006
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Smart & Easy Software Tips, Tricks & Techniques
December 2005 - Issue 16, Volume 2
Publisher: Dawn Bjork Buzbee mailto:Dawn@SoftwarePro.com
The Software Pro(R), Certified Microsoft Office Expert
http://www.SoftwarePro.com
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In This Issue: 10 Ways to Organize and Plan for 2006
Explore 10 tips for preparing for the new year including:
* Backup your stuff
* Secure your system
* Get organized
* Upgrade your technology
* Learn something new
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In the midst of New Year's resolutions to climb Mt. Everest or to lose 300 pounds, why not add some more realistic resolutions that can help you be more productive with your software and hardware.
In 2006, resolve to...
1. Backup your stuff. What is your backup routine for protecting the data on your home or office computers? You do have a backup routine-right? How frequently do you backup? What would you lose between those backup points in your schedule? Is your backup media stored in a secure area away from your desk or office? (Look for future issues that cover more about what and how to best backup your key systems).
Even if your office computer is backed up automatically by your IT support staff, they may not always be able to retrieve files from the night before; it may be a version from many days back. For key data, then, it's a great idea to regularly copy critical files or folders to alternate locations for extra protection.
2. Test your backup. Okay, assuming that you have a frequent and comprehensive data backup procedure, when was the last time that you tested your backup? A major data loss is not the time to discover that you can not read a CD or tape or external drive. Test to make sure that you can actually retrieve a backup file or folder if needed not only from your current computer but from a 2nd computer that you may need to depend on if you have a significant hardware crash or other computer loss.
3. Secure your system. Your home and office computers MUST have active, regularly updated programs that protect you from computer viruses and unwanted spy*ware. Even if you office PC is managed by your network folks, your home computer may be at great risk. Make sure that you have an automatic schedule for updates and scanning to protect your systems.
Currently, many of the manufacturers and computer stores are offering rebates or special packages on the purchases or updates of antivirus and spy*ware programs. In the latest review by PC World, Sunbelt Software's CounterSpy, and Webroot Software's Spy Sweeper came out on top. Learn more about PC World reviews of spy*ware and security software at: http://tinyurl.com/cb4fv
4. Clean up your e-mail. How many old messages are haunting your Inbox or one of the many folders lurking in your e-mail systems? Do you still need them and why? Take this time to purge and organize so that messages you keep are actually easy to find.
In Outlook and many other programs, you can sort by sender, date, topic and other criteria for faster clean-up. Just click on the column heading for the sort order you want. In Microsoft Outlook, other sorting choices can be found under the View menu.
5. Simplify e-mail organization. Create rules in Microsoft Outlook to automatically move messages to categories and folders right from the start. For easy steps, visit:
http://www.softwarepro.com/tips/outlook.htm
6. Clean up your contacts. First, print out a full copy of all of the names and addresses in your contact list for future reference. Next, delete the contacts that you no longer use and review your list for missing information. Finally, grab that stack of business cards and scraps of paper that are hanging around your desk and add the new contacts that you want to keep track of and dump the rest. Consider a business card scanner if you are active in a lot of associations, business events, or other networking opportunities.
7. Organize your electronic filing system. First, make a full backup of your data files. Next, decide what filing approach works best for you: topic, date, project, type of data, etc. Put Windows Explorer to work and create new folders, delete unused folders, and move and delete files. This is also a good time to rename folders and files if the current names are not logical or easy to locate when sorted.
8. Buy new goodies. If you or your company can benefit from additional business tax deductions, consider upgrading your software and hardware before the end of the year. This is a great time to take advantage of the after holiday sales to pick up that new piece of coveted technology.
9. Streamline your reading. Organize and purge your digital and printed newsletters, magazines, handouts, and other reading that can contribute to information overload. Print out or rip out the key articles and file away the keepers into whatever filing system you need that is easy to access and work with.
I set a time limit on how long I keep most of my magazines due to the frequent changes in business and technology. For instance, I no longer need to know the "Latest Technology Gadgets for 2005" or "Companies to Watch in 2005" unless I'm just curious to check the accuracy of these forecasts. You might be able to even locate a new home for your old reading material. My recycling company takes anything that can be torn apart and some day care centers welcome magazines the kids can use for pictures.
10. Learn something new. Resolve to learn at least one new computer skill this year. Maybe you will finally tackle that software program gathering dust on your shelf or set a goal to learn how to write Excel macros or find out how to enhance your digital photos. Make it a fun or useful skill and you will be more likely to follow through.
One final fun tip: My favorite learning resolution comes from a friend of mine. Each year, he chooses just one idea from his list of "I've always wanted to..." His past "adventures" have included learning to play the piano, competing in a mini-triathlon, taking French cooking lessons, trying ballroom dancing, playing the saxophone, and others. He will be the first to tell you that he wasn't always the star student and that some choices turned out very differently than expected but his life is fuller by the end of every year.
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Add these 10 tips to your plan for 2006 and get a great start to the new year!
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Please pass this along to others who may appreciate it!
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Dawn Bjork Buzbee
The Software Pro(R)
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