With the integration of smartphones and tablets into our daily lives, we have fountains of knowledge and many tools at our fingertips! As the NYC Professional Office Organizer, I want you to take advantage of all the tools available to you so that you can be more productive and efficient in the office and in all aspects of your life. Check out these tech tools to learn how they can help organize your day.
Calendars: While I can appreciate your desire to keep a written calendar of your activities, I encourage you to consider the additional benefits of switching to a digital calendar. Calendar apps can be synced to all your electronic devices and you can receive instant notifications of upcoming events which will help keep you on time for meetings and appointments. Two popular online calendars include Google Calendar and iCal for your Apple devices. A great benefit to a calendar app is that you can share your calendar with your assistant so that they can help you schedule appointments as well as make sure you don’t miss anything.
Project management: When you are working with a team, especially if your team includes members who are working virtually, utilizing a project management system will help keep your projects and tasks organized and all updates in one place. Most PM systems offer mobile versions that will sync up with the desktop version, which allows you to access your projects on the go from wherever you are. There are a variety of systems available. Check out Basecamp and Asana to get you started. Stop forgetting important tasks, deadlines, or wondering if someone on your team had completed a project – it will all be easily viewable inside your PM system.
Storage tools: One of the greatest tools to keep you digitally organized is Cloud storage. Popular versions include DropBox and Google Drive. The benefit of utilizing the Cloud is that you will be able to access those files from work or from home without needing to bring your laptop back and forth. There are mobile versions, as well, so you can easily access a document from your phone. They also allow for easy collaboration with your team, which is a huge bonus!
Note taking: No need to pull out that pen and tablet – there’s an app for that! Evernote, an app that you can use on desktop and mobile devices, that allows you to take notes and organize them into specific notebooks. You also can use Evernote to store images, receipts, website links, documents, and all kinds of information. It’s easily searchable with keywords and can be organized in any number of ways to fit your needs. The plus – all of your notes stay together in one place!
To-do lists: Instead of writing your daily to-do lists on paper which can be easily lost, there are many apps available that will keep your to-dos all in one place. There are so many options in this area – check out Remember the Milk and ToDoist to get you started.
Password managing: Because of security issues, passwords need to be much longer and
more complicated than our brains may allow us to remember, so it’s important to have the passwords in an accessible location. There are secure apps available that will help you store and manage your passwords easily, saving you time when you need to log on to a particular site. Check out LastPass and Dashlane. These apps also provide a safe and easy way to give access to team members who might be managing your accounts.
The key to utilizing any of the tech organizing tools that are available is identifying those apps that work best for you. Many are free, some are paid but offer free trials so you can test them out before buying. Utilizing tech organizing tools will help you remain more efficient especially on the go, and will increase your productivity having access to documents and projects at your fingertips.
Stephanie Shalofsky, a professional office organizer in NYC and founder of The Organizing Zone, works with small companies, having up to 25 employees as well as solopreneurs with home offices, to gain control over their work environment, improve their productivity, and enhance business profits. She combines her training as a Certified Productive Environment Specialist, along with her non-judgmental and empathetic style, to help clients create highly functional and organized workspaces. Her clients find that going from disorganized to organized also clears the mind, allowing them to better focus on work and accomplish more in less time, thus, freeing them to do the things that are most important for success and growth.