Maybe you haven’t seen TLC’s reality show Hoarding: Buried Alive, but you probably know a thing or two about hoarders and the chaotic states of their homes. Now here is something you most likely know nothing about: information hoarding.

We have so much accessible information today, but we too often try to hold on to as much as possible. The result? Cyber clutter. It can deprive you of time and sanity, so now that you have (hopefully) gotten through spring cleaning your home and workspace, it’s time to give your computer some attention. Here are a few tips that can help you get organized and keep you off TLC’s next reality show venture.

Run anti-virus software.

Don’t just do this at the beginning of spring. Make it a monthly habit. If you’re like most people of the 21^st century, your computer is practically an extension of you. Your business and personal life often depend on it, so keep it healthy.

Sort your mail.

If you have hundreds of messages in your inbox, it can be hard to manage. Ideally, you can get your emails down to a reasonable number with a little organization. Most major email programs let you set up a filing system, and you should take advantage of that. Sort messages according to date, project, sender, etc. You have a million options, so find whichever one best suits you. And if you don’t need an email, put it in the trash. In case you feel hesitant, think of it as one of those useless coupons or obscure catalogs that somehow always end up in your actual mailbox. You wouldn’t bother saving those, right? Okay, if it bothers you that much, file them in a “miscellaneous” folder.

Delete duplicates.

One may be the loneliest number, but the files on your computer are best left single. Multiples of the same files can deprive your hard drive of precious space and get in your way the next time you need to find something ASAP. If you don’t know which files on your computer have clones floating around somewhere, a few programs can help. Try Duplicate Cleaner or Digital Volcano.

Throw away unused files.

They’re just collecting cyber dust. Before you decide to delete, however, you should ask yourself a few questions. When was the last time you used this file? If you delete it, will you regret the decision in the future? Can you find a copy of the file somewhere else if need be? Do you have a hard copy? 

Organize your files.

This will save you so much time in the long run. If you waste just ten minutes a day trying to locate files, you end up wasting over five full workdays each year. Keep currently relevant files on your desktop for quick access and neatly file the rest away. Folders are your friends, but if you’re in the market for some more serious companionship, check out a search-friendly application such as Evernote. It lets you attach various media to one labeled location, and it syncs to your mobile devices.

Uninstall unused software.

We often forget that computers are not all-powerful, so we just keep installing more and more programs. Then one day your computer “randomly” shuts down or just does not work quite as well as it once did. That’s the machine’s way of asking for some detox. Try a free cleaning application like CCleaner to bring your computer up to speed.

These steps will add to your productivity and save you time, frustration and money. Remember to try and ditch the cyber clutter every month, so it does not become a huge project every spring. After all, wouldn’t your time be better spent soaking up some sun than sitting in front of a screen?

Photo Credit: Mr.Tea via Compfight cc

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“Work is no longer a place – it’s something we do.” With this striking new definition, we kicked off a fascinating chat with workplace technology specialist David Shaw that covered productive office spaces, introverts vs. extroverts, meeting rules and more. The world of work has changed dramatically, yet our physical work environments still suffer from stationary constructs. Luckily, Shaw has a few ideas on that.

The post The Work Talk Show: David Shaw on Defining Work appeared first on Workshifting.

Meetings are crucial in the working world, especially for workshifters. But too often people leave meetings feeling that time was wasted. To help make your meetings more productive, here are a few things to keep in mind if you want to effectively and efficiently collaborate – whether online or in person.

Why are we here?

The ultimate question of the universe is now yours to answer, meeting chairperson. Before you do anything else, figure out exactly why you are holding the meeting. Establish a specific agenda and identify key objectives.

Hold online meetings.

Maybe some people are away on business or one person suddenly comes down with a bad cold. Programs like GoToMeeting can resolve scheduling issues by allowing everyone to connect online with their computers or mobile devices.

If you choose web conferencing, make sure everyone understands and is comfortable with the technology before the meeting; otherwise, the only meeting that takes place will be between attendees and “technical difficulties.”

Cut down on the invites.

Remember that you are hosting a meeting, not throwing a party. So don’t worry about trying to include everyone just to make them feel included. Ask yourself who really needs to attend. Consider using proxies who can then email a summary to other team members, or put one person in charge of taking notes and distributing them.

If you fail to prepare, you prepare to fail.

If you can convey the meeting’s primary objectives well, the attendees can contribute and help you meet them. PowerPoint presentations or handouts help offer direction. You can also distribute this kind material when you meet remotely by sharing your screen. If you use a video conferencing solution, make sure your webcam works first, and consider using a headset to optimize your audio. Also, brainstorm possible questions or objections that could come up, and be ready to respond. This kind of preparation might take more work beforehand, but it will build your confidence and save you time when you don’t have to address others’ confusion.

Watch the clock.

You’ve probably never heard anyone complain that a meeting was too short. Stick to your agenda and be ambitious – plan to finish the meeting 15 or more minutes sooner than you had originally scheduled. Also, don’t start even a minute late. There are always going to be a few late stragglers, but if you wait for them, how will they ever learn to be punctual?

Assess your situation.

Weekly meetings may work for some groups, but having clear agendas and objectives can decrease the number of meetings you host and the amount of time each one requires. Ask yourself a few questions before you claim a weekly time slot on everyone’s calendar. Do your team members have projects or deadlines that could use more attention? Could they benefit from a little breathing room in between meetings? If so, consider having bi-weekly or monthly meetings or collaborating through an online workspace like Podio.

Follow up.

Thank attendees for their time and distribute deliverables as appropriate.

When you lead or contribute to a productive meeting, you make better use of time and resources for everyone. Who wouldn’t want that? Just think before you meet.

Photo Credit: Highways Agency via Compfight cc

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Today we have a guest post from Stephanie Brennan.

Spring is finally here! Do you think you’ll be more productive in a cluttered, dingy workspace while you long for the sunshine and foliage on the other side of the wall, or do you see yourself accomplishing more in a streamlined space that brings some of the season’s inspiration indoors? We thought so.

It’s time for professional spring cleaning, so throw open those windows, delete your unneeded files and give your workspace the breath of fresh air it needs. Spring forward with these workspace pointers.

Go with the flow

Whether you have an entire room to work with or just a small corner, you want to make sure that you maximize the space for efficiency. Start by drawing a floor plan. I prefer to draw by hand, but there are hundreds of websites and programs that can help you with this step, such as Room Arranger. The key is to make sure you measure the space accurately before you make any important purchases.

Your desk is probably the central part of your workspace, so pick one that has all the room and storage you need. When it comes to configuring the space, think about what you want to face. If you’re easily distracted, you may benefit from facing a wall. If you have a nice view, take advantage of it by placing your desk in front of the window. (You might as well soak up some vitamin D while you work.) If you’d like your space to be more social or if you simply want to obey the laws of feng shui, turn your desk towards the door.

Next, collect the necessities that you need on a daily basis (pens, files, stapler, sticky notes, a mug, etc.) and place them within reach. When you’re in the zone, you don’t want to have to get up and hunt down one or more of them. Make sure that each is easily accessible from your chair, and remember: if something obstructs your flow, it has to go.

Will your workspace be for your eyes only, or will you sometimes host in-person or online meetings there? Although you will be the one who spends the most time in the space, you want to make sure that your clients, customers and team members are comfortable with the environment you present, too.

Inspiration is your aspiration

No matter where you work, your workspace should encourage creativity and enhance your working experience. Don’t just think about what you need at your workspace; think about how you want to feel while you work. Do you want a relaxing atmosphere to relieve stress or a site of rejuvenation to combat fatigue during those long days?

Color has a big impact on any space. Don’t be afraid to play with it. Cool colors usually have a calming effect, so consider shades of blue if you are prone to tense shoulders or headaches. Green – the least straining color for the eye – is a good option for those of you who spend most of your time staring at computer screens and fine print. Warm colors, on the other hand, bring energy to a space. So if coffee doesn’t give you the boost you need to make it through your afternoon slump, try adding a few orange accessories or an accent wall of red paint to your workspace.

Think about what else inspires you. Maybe it’s your family or the place where you vacation every summer. If so, consider hanging a photo or a similar painting on the wall, or setting a family portrait as your desktop background. Whatever it is, make it a focus point and see the difference it has on your creativity and productivity.

Don’t be a clutterbug

Clutter is distracting and obtrusive, and there’s nothing more frustrating than being unable to find something that you know is right under your nose. Make sure everything has a proper place, because homeless items usually get lost. And if something ends up in your catch-all drawer, consider it gone forever. Desk drawer organizers are great investments, but you can also recycle small boxes to make your own.

To streamline your space, limit the objects on your desk to the essentials, the things you use every day. Place items you use once a week in your desk, and try to find storage space away from your immediate workspace for those extra office supplies. After all, you probably don’t reach for the box of staples or a new stack of printer paper every day.

Files and cables are the enemies of organization, but you can overcome these adversaries relatively painlessly. Begin organizing your file drawers by shredding files from five years ago. If you haven’t looked at them since 2008, it’s safe to say you won’t use them in the future. (However, those in financial services or the medical field may need to keep records longer.) Also, go through all your file folders and make sure each is properly and clearly labeled to save time for the future you. Zip ties offer a cheap and easy fix for those tangled wires, but you can also find trays, hooks and other devices to hang underneath your desk to keep everything tidy.

See work in a positive light

A desk lamp is a great way to integrate your personal style, but the bulb should also be easy on the eyes. Bulbs with 65 watts will satisfy your needs for most tasks. Most importantly, say goodbye to fluorescent lighting and hello to better vision (as well as a more flattering complexion). Full-spectrum lighting can reduce strain on your eyes, improve your perception of colors and heighten your mood by mimicking natural sunlight.

If you’re looking to take advantage of the natural UV rays, follow the sun and take your workspace outdoors. Your workspace is literally at your fingertips when you use programs like GoToMyPC and GoToMeeting on your laptop or mobile device. For more great tips on making your outdoor workspace functional, check out this previous post by Jen Saunders.

Above all else, you need to make your workspace work for you. Whether you prefer a minimalistic setting, a shabby chic corner, a gothic cathedral or a desert sand dune, your workspace should inspire your best work and foster productivity.

Need more inspiration? Stay tuned, because this post is just the first of four on spring cleaning tips and tricks for the month of May. In the meantime, you can check out some of our favorite workspaces and the workspaces of a few virtuosos to get your creative juices flowing.

Photo Credit: Jeremy Levine Design via Compfight cc

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This week’s episode of The Work Talk Show features Dan Martell, CEO and founder of Clarity and an angel investor in multiple ventures.

Dan is extremely passionate about how we spend our time. With a strong entrepreneurial streak, Martell has now set his sights on solving a problem that’s a challenge to many – how to give and receive relevant advice over the phone. Clarity’s goal is to positively affect a billion people over the next 10 years. Here’s how Dan plans to do it.

The post Dan Martell on How to Spend Time appeared first on Workshifting.

This week’s The Work Talk Show episode features Jonathan Fields. As his bio states, Jonathan is a dad, husband, New Yorker, author, speaker, serial wellness-industry entrepreneur, recovering S.E.C./mega-firm hedge-fund lawyer, marketing and innovation consultant, venture partner and book-marketing educator. It’s no surprise that someone this busy would be a guest on this week’s edition of The Work Talk Show!

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Every month on Workshifting, we find and publish one video that embodies the ideas we discuss on the blog (anywhere productivity, work-life balance, travel, etc.).

For April, we chose an interesting debate from TED2013 between economist Robert Gordon and Erik Brynjolfsson, a professor of management. Here’s the description from TED:

Robert Gordon says that the era of big innovation is over and that U.S. economic growth could slow dramatically as a result. Erik Brynjolfsson says that innovation is far from over and, that instead, we are simply feeling the growing pains of a shift from an economy based on production to one based on ideas.

If you can’t see the video below, click here.

Photo credit: TED blog

The post Robert Gordon and Erik Brynjolfsson Debate the Future of Work appeared first on Workshifting.

This week’s The Work Talk Show episode features Christopher S. Penn, a wearer of many hats. He’s the vice president of marketing technology at SHIFT Communications, a co-founder of PodCamp with Chris Brogan, a co-host of the Marketing Over Coffee podcast with John Wall and a professor of Internet marketing and advanced social media at the University of San Francisco online. On top of all of that, he was DJ’s boss at one point. As such, it was inevitable that Chris would stop by on The Work Talk Show.

The post The Work Talk Show: Christopher S. Penn Schedules Everything appeared first on Workshifting.

This week’s The Work Talk Show episode features IBMer Matt Stryker.

As manager of smarter commerce strategy and solutions at IBM, Matt  has a long, rich history of working remotely. From his time at IBM to his previous life on the agency side, he was kind enough to share his thoughts on what’s changed about being a part of virtual team. Join us for this week’s episode of The Work Talk Show.

The post The Work Talk Show: Matt Stryker on Planning Moments appeared first on Workshifting.

The terrible British weather seems to have lasted much longer than we would all like. Where is the spring and sunshine? Are your energy levels low? Lacking on creative thoughts?

We hear you. That’s why we’ve created the Productivity Generator app to inspire you throughout the day.

The app has a series of dials looking at energy, creativity, organization, motivation and wellbeing. You can move the dials to represent how you are feeling at that moment in time, and each dial will then produce a set of handy tips. Afterwards, you can even share the results with your social channels.

Give it a try and let us know your thoughts by tweeting us @GoToMeetingUK.

The post Want to Be More Productive? Fire Up the Productivity Generator appeared first on Workshifting.