Posts Tagged ‘organization’

Email Organization

Swimming in email?  Well, here is a quick tip – since so many of us never delete emails and don’t even bother to organize them!  But every once in a while you might want to look up something from a year or two ago.

Soon your Inbox has become huge and email is really slow.

We recommend separating emails chronologically.  Make new folders that are labeled 2010, 2011, 2012, etc.  In those label them Inbox and Sent.  Sort accordingly.  Most people forget Sent.  But these are the two most important folders you should have at hand should you need to refer back.

If your business is financial or HIPAA related you might be required to keep records for 3, 5, 7 years.  This is an easy way to make certain you’re protected and to keep your email application performing at top speed.

As to the technical part, email programs pay attention first to what’s in front of you, what’s new, what’s happening now. In reality if you keep just the last 4-6 months of messages at easy access you’ll be enjoying the benefit of a fast email program as well as knowing that if need be, you can always research back.

Happy Computing!

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SmartPhones = Communication & Organization

Smartphones change how you do business.  Make them increase your bottom line – there are at least 4 major business functions that Smartphones can streamline.  Here are the first two!

Communication

  • Surprisingly enough, a Smartphone still drags along the 19th century capability of holding a conversation with someone else who is somewhere else.
  • Email is one of the heavy hitters on Smartphones, configuration is relatively pain-free.  Just ask a teenager.  Mostly I use this to respond to what is both Urgent AND Important, leave the rest for your regular computer.
  • Text and Chat enjoy a somewhat blurry co-existence but both allow discreet and immediate communication.
  • Many Smartphones come with the ability to translate voice into text so you needn’t have such nimble fingers.
  • Hey, the Internet is right there.  Research anything at the tip of a finger.  No need to pull out a bulky laptop.
  • Back to eMail for a sec.  We assume you have a “question” section on your website.  Potential customers assume there’s a person in your company just waiting to respond to a question.  Have those sent to your phone and you can present a much more “big company” image by answering quickly.

Organization

  • Your calendar is right there, and the Smartphone is reminding you of what’s next.
  • Your contacts are right there, email and phone.
  • Document managing apps let you take important spreadsheets, presentations and contracts, invoices and work orders “to go”.  And they can often be printed in the field or onsite.
  • You can even take signatures right on your phone.
  • Dictate notes to your Smartphone, record spontaneous totally awesome ideas so they don’t fade away as the next shiny object grabs your attention.

More to follow this week!

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Passwords – Help!!

A client recently mentioned to me that he now had 12 different email addresses, 6 different phone numbers, 4 websites, 3 Twitter accounts, 3 Facebook pages, and a Starbucks app on his iPhone. (Good thing, he needs the caffeine just to keep up!!)

There was a short pause then he added: And about 200 passwords !

Can anyone relate, especially, to the zillion passwords?

Get used to it.  But have a plan.

Four rules:

First rule of thumb when it comes to passwords:  You want to stop being the low hanging fruit.

Low hanging fruit is a password that:

1)      Uses a word that can be found in a dictionary

2)      Can be used to identify you (i.e. your first name and your birthdate)

3)      Is too short

4)      Doesn’t make use of the Big 3:  Upper and Lower Case, numbers, and punctuation

Second rule of thumb: If you have to write down your passwords, keep them somewhere safe like a wallet, safe, safety deposit box, or encrypted software application.

Third rule:  Don’t ever let anyone watch you type in a password.  Shield the keys!

Fourth and last rule:  That Secret Question to recover your lost password?  Make it really, really hard.  Something only you (and maybe your mom) would know.

Wow.  That makes Mom a security risk.

Sorry Mom!

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