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Unstuck: An app that helps you achieve your goals

I’m always on the lookout for smart phone and iPad applications that can improve my productivity. It’s probably not a good idea to keep app switching all the time (it certainly makes more sense to stick with what works), but if I did that I wouldn’t have discovered Unstuck, a free iPad app.

Basically, if you’re stuck in a rut, Unstuck can help. It helps you to get rid of said rut, take action, and “live better every day.” I’ve decided to use it for a project that’s been hanging over my head for a bit, and it’s time to get it moving.

But, first, a test run. Here’s the process:

Step One

After downloading and registering, the app asks you to select three emotions in response to “How are you feeling in this stuck moment?” Some of your choices include hazy, high and dry, tired, unprepared, uninformed, indecisive, to name a few. Then, you get to rate how strongly you feel each emotion. I chose conflicted, uninformed, and up in the air, all with medium strength.

Step Two

In this step, you drill down the type of stuck you’re in (personal, professional, or both) and who’s stuck with you (alone, you + another person, or you + other people). For my test, I chose professional and to go it alone, but if you select that you’re working with others, you’ll be asked to name the people in the rut with you.

Step Three

You get to answer why you’re stuck and see examples of what others have written. I entered: “I’m stuck because there’s so much I want to do.” Even though this is a test, that statement is 100 percent true.

Step Four

Now for the fun part. You get to sort your thoughts using these cool thought cards (they look like playing cards except they have words on them) that you drag and drop into two categories: So Me and Not Me.

Here are some of the cards:

I thought I knew what to do but now I’m not sure
I don’t know why this is not working
It doesn’t seem real yet
Remind me why this is important to me
Maybe I need to ask somebody else what to do
I NEED HELP
Why is it so hard to decide?
Doing a lot but getting nowhere

Can you see how these might be helpful? I really think this app forces you to think about the nuances of why things are not going the way you want them to.

Step Five

Here, you’re asked to pick three (out of twelve) things you’re doing. I randomly chose:

Letting yourself get distracted
Doing busywork that gets nowhere
Debating an issue over and over again

Step Six

You wait a second or two until Unstuck diagnoses your problem. The app decided that based on my entries, I’m a Waffler. I may not like being called wishy-washy, but I like knowing that I’m not the only one in this spot. And, I know this because the app tells me that three other people, like Amy Tan, Ellen Degeneres, and Wallace Stevens, are just like me. Well, if they can get past that … you know the rest. I also learn that 9 percent of the Unstuck community is also having a “waffler” moment.

There’s an explanation of what it means to be a waffler, and I’m asked to confirm if this really sounds like me. I clicked yes, but when you click “no,” you get to start over, save and start a new stuck moment, or keep going. You also get a few tips.

Step Seven

This is where the work really begins as I’m asked to select a tool to help fix my flip-floppy self. But, first, I’m greeted by a lovely note that tells me not to give up and that change is a process. I’m also encouraged to be creative. I’m so in love with this app!

And, it loves me back by telling me to Take a stand, a.k.a., make a decision.

The next three steps really help you to do just that. It’s a very simple process, but that’s the beauty of it. It makes you think things through and gives you several tools (e.g., Map it out, Get your game on, Shake up your routine) so that you’re not just muddling through. If you don’t think that you’re quite through the woods, you can try out other tools.

So far, Unstuck seems different from all other project motivation apps I’ve seen. It seems to ask the right questions and help you to really think through your next steps. It’s similar to having a mentor or coach.

Could this app help you make life-altering decisions? Maybe. Could you get a few steps closer to a project’s goals? Definitely.

And, just to be clear, Unstuck didn’t pay me or reward me in any way for writing this post. I’m just really fond of it and think it can help anyone who is stuck on a project or problem.

Posted by Deb on May 15, 2012 | 13 Comments | Tweet This | Tags: apps, productivity, project management, Technology, unstuck

Return of the console television

This week, Ikea announced that it will be selling a new television with an attached cabinet that has DVD and BlueRay players and stereo speakers built into it. It’s called the Uppleva:

The purpose of the Uppleva is to get rid of the cable mess and lack of visual uniformity that often comes with televisions and components today. The cabinet also can be configured to include additional space for more components, like a digital cable box. And, it comes with a universal remote.

The new television has been referred to as “groundbreaking” and an “amazing all-in-one television” since the announcement, but I’m going to shy away from both of those phrases. To me, it’s simply the reintroduction of the console television with modern components. It’s attractive and effectively hides all the cable mess and visual distractions. It’s certainly an uncluttered entertainment center and it’s nice to see companies creating streamlined products.

According to Reuters, the system will be “in five European cities in June, throughout seven European countries this autumn, and in its remaining markets [such as the USA] in the summer of 2013.” The electronics were designed specifically for Ikea by China’s TCL Multimedia Technology Holdings (they create the brands TCL, ROWA, Thomson, and RCA). Prices for the Uppleva system have not yet been announced.

What do you think of the Uppleva?

Posted by Erin on Apr 19, 2012 | 22 Comments | Tweet This

How to manage email when traveling for work

I’m horrible at processing email when I’m traveling for my job. Last month, when I was at the NAPO annual conference, I was once again reminded of my complete inadequacies in this area. I actually thought I had done better this time than usual, but on Monday morning when I sat down at my desk the more than 1,000 emails sitting in my work email account were proof that I had once again failed.

I admitted defeat and immediately sought advice from my friend Nick who works for a hotel chain and travels a good amount for his job. He started by saying, “not gonna lie, it’s tough.”

Want to know what words were oddly comforting to me? It’s tough. If a person who has been on the road a good amount doesn’t have it easy, I guess it makes sense that I wouldn’t have it easy, either.

After talking to Nick, I wrote to more of my friends and eventually posted the following request on Twitter: “Constant work travelers — What are your strategies for processing email when on the road? Share your seasoned advice with me!”

A slew of fantastic advice poured in, and I’m thankful to everyone who responded. Most of the advice identified major themes and philosophies for solving this problem and I’ve summarized this information:

Tie yourself to a smartphone. If you want to stay on top of email, you have to keep a smartphone on you. Keep the ringer off and the message alerts set to vibrate.
Enable automatic sorting and color coding in your smartphone’s email program. Have a filter that automatically routes all messages out of your inbox and into separate folders where you are copied instead of listed as the main recipient, all newsletters or read-only emails you subscribe to, and all emails from sources you know are not going to be must-respond-now messages. Have your system color code messages from your boss and/or other very important folks so these messages will catch your attention when they come into your main inbox. (If you’re on a Windows-based phone, there are macros and add-ins for Outlook you can install. If you can legally route your work email through Gmail, you can also do this. I was unable to find an app for the iPhone that enables these features.)
Check messages during lulls in your schedule. As you wait in the line at the airport, switch between sessions at a conference, or grab a snack, process your priority emails then.
Only check work email. If someone needs to contact you about an important personal matter, he/she will text or call you. Check your personal email account on weekends or after you get home from traveling.
Only respond to items that can be handled in less than one minute. Delegate as much as possible, delete or archive anything that doesn’t need a response, and only send short messages of less than a paragraph to the priority emails you respond to.
Manage expectations. Have an automated out-of-office message enabled on your account that says you will have limited access to emails and no one should expect a response until you are back in the office (be sure to list that specific date). Provide detailed contact information for someone in the office who may be able to handle emergencies, and give that person in the office your cell number so he/she can call you if there is a major event. Also, let your office contact know when you expect to be on flights and/or completely out of connection.
Manage more expectations. When you reply to someone from your smartphone, have a “Sent from mobile device, please excuse typos and brevity” signature on the bottom of every message. You might also want to consider posting your return date on your out-of-office message as the day after you return so you have a full day to gather your bearings once you’re back in the office. Under promise, over deliver.
Have access to cloud file storage. Not all smartphones allow you to attach documents, so you’ll need to be able to send links to documents stored online with services like Dropbox. If your employer doesn’t allow file posting online and attaching documents to emails is essential to your job, you’ll want to get the smallest, lightest laptop you can because you’re going to have to carry it with you instead of a smartphone.
Work on email every night when you get to your hotel room. It will add to your workday, but taking 30 minutes or an hour every night to process the entirety of all your email inboxes and folders will guarantee you don’t have an avalanche of messages when you get back to your office.

I would be remiss if I didn’t mention that two people said responding to email while traveling for work is futile. One said she looks forward to having days free of the email interruptions and only answers phone calls, and another said he just deletes everything and believes if it’s really important the person will resend the email. I can’t imagine following either method, but certainly understand the sentiment.

Many thanks to Brian Kieffer, Nick Ayres, Tammy Schoch, Jorgen Sundgot, Generating Alpha, Dauerhippo, Courtney Miller-Callihan, Aaron Lilly, Fahryn Hoffman, Zacory Boatright, and Aviva Goldfarb for your advice and contributions to this article. If you’re someone who travels a great amount for work, please share your additional advice in the comments.

Posted by Erin on Apr 3, 2012 | 14 Comments | Tweet This

Ask Unclutterer: To check or not check email first thing at work?

Reader James submitted the following to Ask Unclutterer:

I’ve read productivity books and articles that claim checking email first thing at work is a bad idea. I have been burned by not checking it because my boss and clients sent me important messages overnight and I didn’t get them until two hours later. What is your take on checking email? Is my overall productivity worth the times I’ve been burned?

I can see the reasoning behind not checking your email right when you get to work — you run the risk of getting caught up in work that might not be extremely important to your job responsibilities at a time when you’re likely at your most focused and productive. It would be better if you could use your best brain power on your most demanding and core work.

That being said, I check my email first thing when I get into work. I don’t really address it, though, I simply scan all the “from” and “subject” lines to search for work-altering messages. If I don’t see any indicators that someone sent me an email that will change my most demanding and core work, I immediately close my mail program and wait until I need a break from my demanding work around 10:00 a.m.

If I click on a message, read it, and discover it didn’t affect my immediate work day, I mark the message as “unread” so it can hang out until I process email in a couple hours.

If I click on a message, read it, and discover it does affect my immediate work, I’ll process the email the same way I do when I’m really handling email. This means I’ll file it as Archived, add related next actions to my to-do list, and/or schedule any related information on my calendar. If I need to reply to the email, I do it at this time. After giving proper attention to the email, I’ll scan the rest of the inbox to see if there is anything else I must check. If I’m done with my quick search, I’ll quit the program and wait to address the other issues at 10:00 a.m.

I chose my times for checking email based on when I do my mindful and mindless work over the course of the day — scan at 8:00 a.m., full check at 10:00 a.m., full check after lunch around 1:00 p.m., a scan around 3:00 p.m., and then a final end-of-workday check at 5:00 p.m. I do not have my new message indicator light on my email program activated, and I actually completely close out of the program when not in use. If your job allows you to behave in this manner, I strongly recommend it. It significantly helps my productivity to not be tempted to check email constantly.

Thank you, James, for submitting your question for our Ask Unclutterer column. Please check the comments for even more suggestions from our readers.

Do you have a question relating to organizing, cleaning, home and office projects, productivity, or any problems you think the Unclutterer team could help you solve? To submit your questions to Ask Unclutterer, go to our contact page and type your question in the content field. Please list the subject of your e-mail as “Ask Unclutterer.” If you feel comfortable sharing images of the spaces that trouble you, let us know about them. The more information we have about your specific issue, the better.

Posted by Erin on Mar 16, 2012 | 21 Comments | Tweet This

Organizing your workspace based on function zones

Whether you’re moving into a new office or simply uncluttering and organizing your current space, one of the easiest ways to get your desk in order is to focus on organizing zones according to purpose. When you deal with the items on your desk based on similar function, you can keep the most important items as the focus of your space and put the least important items out of the way. If you’re uncluttering your desk, take a day and work on just one zone — you’ll keep from feeling overwhelmed, and you’ll have a well organized office in less than two weeks.

The following zones are the eight most common areas people have in their offices. You may have more, but don’t skip over these areas when organizing your space –

Equipment: This group likely includes your computer, monitor, keyboard, mouse, printer, scanner, telephone, pen cup, maybe a hard drive backup system, and any job-specific devices. These are the tools that you have on your desk that help you perform the functions of your work. You access these tools every day and you cannot successfully work if any of these devices is missing or malfunctioning. When setting up your desk (or rearranging it), these items are the first to be placed and should be in the most comfortable, convenient, and ergonomic location. When you’re sitting at your desk (or standing at it if you use a standing desk) you should be able to reach these items without having to move anything other than your arms. Nothing should interfere with your ability to access these items.
Inbox: An inbox is not a place for you to dump stuff you don’t want to deal with right now. The point of an inbox is so people can come into your office, leave materials, and know exactly where to put those materials so you will find them and deal with them upon your return. You can put items in your inbox, but the items in this box should be processed every day. Each evening when you leave work, your inbox should be empty. Similar to the equipment you need to do your job, your inbox should be placed on your desk in an area that is comfortable and convenient to access for you and for anyone coming into your office to leave you things. It should also be clearly marked as an inbox so your coworkers know what it is.
Current Projects: I store each of my current projects in a Flip-Top Document Storage Box. This allows me to have all the files and materials in one location that I can pull out when I need to work on the project, and then easily contain everything for storage when I’m ready to move on to the next project. Magazine files also work well for this. They’re easy to carry into meetings and to keep stacks of paper from overtaking your desk. I recommend storing these projects on a nearby shelf for easy access during your work day.
Active Files: Files you’re accessing multiple times a week can either go in a file drawer of your desk that is convenient to reach, or in a file organizer on your desk. People who are extremely visual should use a file organizer that sits on your desk so you don’t forget the files exist. I suggest using a tiered organizer so you can see all of the file tabs to make retrieval simple. If you’re more of an audio processor, keeping your active files in your desk drawer is terrific because it frees up space on your work surface.
Reference Materials: Most jobs come with notebooks and other materials that are required to be kept in your office. Only have the most current versions of these in close proximity to your desk, and keep them on a bookshelf or in a cupboard where you can access them without too much effort. Since most people don’t reference these items daily, it’s okay to put them further out of reach than those materials you need every day. Be sure to label these items well, however, since you want to be able to find them when you do need them.
Supplies: It can be incredibly simple to hoard office supplies, but you should fight the urge, especially if your workplace has a supply closet. At most, have one extra of everything you use — ream of paper, box of staples, a few pens in various colors, a box of binder clips — but leave it at that. You don’t need five boxes of pens in your desk, but rather more like five pens in your desk drawer. Let the office supply closet store items like it is intended to. There are no awards to be won for having the most office supplies taking up space in your desk.
Archived Files: Many workplaces require you to store files for three or five years before destroying them or shipping them off to a long-term storage facility. All the archived files you are expected to keep should be as far away from your immediate work area as possible in your office. Once a month, you should also sort through your Current Projects and your Active Files to ensure neither of these items are accidentally storing files you no longer reference.
Personal Items: It’s important to have a few personal items in your workspace to signal to your coworkers and boss that you are committed to your job. A small plant, a photograph of your family, and the wallpaper on your computer’s desktop set to a favorite travel destination say that you are a well-rounded person who has a life outside of your job. More personal items than this and your workspace can start to look like a dorm room and unprofessional. Keep your personal items where you can see them but out of the way so as not to impede on your work surface.

Posted by Erin on Feb 28, 2012 | 20 Comments | Tweet This

Ask Unclutterer: Organizing electronic accessories and conquering Mount Techmore

Reader Katie submitted the following to Ask Unclutterer:

How do you handle tech clutter? I have an underbed storage box full of old wires, chargers, manuals and remote controls I’ve never used. First, I need some guidance about how to sort through Mount Techmore: I don’t want to throw out adapters for gadgets I’m still using, but I can’t always tell what goes with what. Then I need a strategy for handling new gadget clutter as it comes in. I like to keep the old device around for a bit until the new one is running smoothly. But then I forget to purge the old one until two years later when it’s really no good to anybody anymore. What do you suggest?

Unfortunately, I think everyone reading this post has a Mount Techmore. In the electronic age, it’s difficult to avoid this unpopular storage destination. I’ll explain what we do in our house to keep Mount Techmore from erupting, but be sure to check out the comments for even more suggestions from our readers.

New products. A few years ago we realized we had to be diligent with marking cords, adapters, and other electronic accouterments the minute we unwrap an item. We have to do it immediately or we wonder for years what device goes with what peripheral.

If we plan to regularly use the cord that comes with a device, we’ll adhere a cable identification tag to it. If the item has a wall wart, we’ll stick a printed label on its bulky back. If the wall wart is black, sometimes we’ll even just write directly on it with a silver Sharpie. If we plan to store the cable/charger/whatever until we donate the device to charity or sell it, we stuff it inside a zip-top plastic bag and write on the bag with a black Sharpie what is inside and what it belongs to.

All manuals for items we plan to sell or donate go inside a plastic sheet protector of a three-ring binder. If we don’t plan to get rid of the item and simply keep it until it breaks, we go online, find a .PDF of the manual, and link it to a spreadsheet. If the manual isn’t online, we’ll scan it, save it as a .pdf, and link the file to the spreadsheet. Once we have access to a digital copy, we recycle the print version. Learn more about the spreadsheet method in our 2007 article “Organizing digitally scanned data.”

Old products. When we started labeling our new stuff, we took a couple hours and sorted through all the old stuff in Mount Techmore. We labeled everything we wanted to keep as described above, and ultimately got rid of a good amount of electronic accouterments we no longer needed. Do a little each day, or tackle it in one afternoon, but it is important to figure out what all the old stuff is and if you really need it. If you’re like us, you’ll be surprised by how many USB cables you own.

Storing. We store Mount Techmore exactly the same way you do, but we use a Rubbermaid Footlocker because we have so much electronic equipment in our house and for our company. We have zip-top bags grouped into bins inside the footlocker based on type (all cords in one, all adapters in another, all chargers in yet another) and the manual binder is in there, too. There are also hard drives and electronic repair tools in it.

I’ve seen people use over-the-door shoe storage organizers and put a printed label on the pocket, which seems to work very well. I also like when people use drawers for cable storage and use a sock drawer organizers for each cable. I don’t think there is a wrong way to store these things, as long as everything is well marked and can easily be found.

Out with the old. When we replace an item, we dump the old device and all of its accompanying stuff into an electronics recycling bin that we keep in our laundry room. The device and its stuff usually sits in the bin until the bin is full and we have to decide if we want to sell, donate, or simply recycle the items in the bin. The bin we use isn’t very big (it’s kind of like this one, but in navy blue), so we go process it four or five times a year. Since we don’t immediately get rid of the items, we have a crossover period in case the new device doesn’t work. And, if we offer the old device to a friend, we know exactly where it is when the friend comes around to retrieve it.

Even doing the one-in-one-out method, we still wind up with obsolete cables, duplicates, etc. lingering in our footlocker. Because of this, we still go through it once or twice a year and pull out anything we no longer need.

Thank you, Katie, for submitting your question for our Ask Unclutterer column. I hope something I wrote above will help you. And, again, be sure to check out the comments for even more suggestions from our readers for how to conquer Mount Techmore.

Posted by Erin on Feb 17, 2012 | 25 Comments | Tweet This

Ask Unclutterer: Hesitant to get rid of old computers because may need files off old machines

Reader K submitted the following to Ask Unclutterer:

We have a few computers that should be donated, but I’m deathly afraid of losing files that either weren’t migrated to the new machine or were created after the new machine was up and running (and therefore, not on the new machine).

Is there some sort of computer utility program that can compare the directories (and nested subdirectories) of one computer against those of another, to highlight differences (files, newer versions) so I can decide whether or not to keep or delete the files?

I could just recopy the files to the newer machine, but I really want to make a conscious decision to bring over files, not just by default.

After the comparison is done and the files are copied over (assuming there are some), I know it’s important to have the hard drive destroyed so we don’t let our personal data into anyone else’s hands. I also know it’s important to recycle the components, not dump them. We will do those steps only after I’m satisfied that there aren’t files (i.e., older photos, important random documents) that need to be saved first.

Oh, by the way, I’m talking about Windows computers, not Macs.

My assumption is that you are using a Windows 7 operating system since it has been the OS-du jour the past couple years. As a result of this assumption, I’d start by trying SyncToy 2.1, which is a free Microsoft program that works with Windows 7. (Free! Free!) It will help you to transfer documents from multiple old machines to your current machine and also compare all the files to identify duplicates. It’s easy to use and all you do is click on boxes to make decisions about your files.

When the comparison is complete, I recommend spending 15 minutes a day weeding through all the documents on your new computer. You no longer need to worry about duplicate files, but there are likely still files you transferred that you don’t need or want. Eventually, you’ll sort through all these old files, and your machine will be uncluttered. At this point, be sure to do a much needed backup of your computer to an external hard drive or online, or, better yet, both.

For new content you create on your new machine, consider using a method that regularly has you deleting unnecessary and temporary content. I like the method Brian Kieffer uses — it’s the one I detail in my book Unclutter Your Life in One Week — which he describes in detail in “Managing computer file clutter.”

Finally, when it’s time to say farewell to your old machines, check out “How to dispose of old electronics” for advice on how to delete data from your hard drives.

Thank you, K, for submitting your question for our Ask Unclutterer column. Be sure to check the comments for even more ideas from our readers.

Posted by Erin on Oct 14, 2011 | 16 Comments | Tweet This

Digital books: Reducing physical clutter and overtaking the market

On September 10, The Economist published the article “Great digital expectations” discussing the consumer shift from print to digital books:

In the first five months of this year sales of consumer e-books in America overtook those from adult hardback books. Just a year earlier hardbacks had been worth more than three times as much as e-books, according to the Association of American Publishers. Amazon now sells more copies of e-books than paper books.

As someone who reads an average of three books a week, I have embraced digital books and advocate their use for numerous uncluttered reasons. First, my library allows me to check out digital books for free using their Overdrive service. (Yours probably does, too.) Not all digital books are available this way, but I still use this service a great deal for research and books I wouldn’t usually buy. And, I can download the books at home and skip the drive to the library. Second, digital books are usually less expensive than print books because you’re only paying for the content not the paper and binding and ink. This keeps more money in my wallet, which I like, and saves a few trees (although the components in my digital book reader probably aren’t super environmentally friendly). Third, digital books keep physical books from cluttering up and overwhelming my bookshelf. I love having books in the house, especially children’s books for my son to read, but my house is a home, not a library. I don’t need all books on display. Fourth, and this is my favorite benefit, my digital reader weighs the same if I choose to carry one book or three dozen books with me at a time. I can read whatever book fits my mood, without having to lug around multiple physical books in a bag.

That being said, I still acquire a lot of books in print. Any book that isn’t available in digital form that I want to read, travel books, children’s books, and cookbooks still end up in my house. These come in on a one-in-one-out basis, however, as I am out of bookshelf space.

Speaking of bookshelves, not only are publishers responding to consumers desiring digital books, but so are bookshelf manufacturers:

Next month IKEA will introduce a new, deeper version of its ubiquitous “BILLY” bookcase. The flat-pack furniture giant is already promoting glass doors for its bookshelves. The firm reckons customers will increasingly use them for ornaments, tchotchkes and the odd coffee-table tome—anything, that is, except books that are actually read.

As a way to curb book clutter, have you made the switch (or a partial switch) to digital books? Could a digital book reader help you to get an out-of-control book collection down to a more meaningful size? As someone who consumes a ridiculous number of books a year, digital books have certainly saved space in my home and office, as well as kept some money in my pocketbook. (FYI: I primarily use a Kindle, but for library downloads I use my laptop since they’re usually research related.) Are you surprised to learn that Amazon sells more digital books than print books? What might be keeping you from making the switch to a digital reader?

Check out the full article.

Posted by Erin on Sep 13, 2011 | 86 Comments | Tweet This

Functioning in a printer-less office

Since moving offices more than four months ago, I haven’t yet plugged in my computer’s printer. I keep thinking I’m going to have a reason to use it, but so far that hasn’t been the case. I’ve told myself that if I don’t plug it in by September — the six month mark — I’m going to give the printer to charity.

Living without a printer has become significantly easier in the past couple years. I save important files as PDFs, I attach digital signatures instead of physically signing papers, and I clip articles I want to read to Evernote or InstaPaper instead of printing a copy. And, apparently, I’m not alone in my quest to kick the printing habit.

The New York Times recently addressed this topic and alternatives to printing in the article “Dump Your Printer to Escape the Madness.” Columnist Sam Grobart gives five tips for how to let go of your dependence on a printer, this being his third:

One of the main reasons many people own a printer is because we still live in a world where a scribble of ink on a piece of paper, also known as a signature, is required for many documents. It remains an infuriating process: You have to print the document out to sign it, then mail it or scan it and either fax or e-mail it back to the sender.

An online service, Hello Fax (hellofax.com), keeps a digital image of your signature on file, which you can then position and resize onto any document you upload to the service. Once the document is “signed,” you can e-mail it or send it to a fax machine from your PC. The service can also, for a fee, provide you with a fax number. Incoming faxes can then be viewed — and signed — onscreen.

Even if I plug in my printer before September, I still might get rid of it. I’m fantasizing about what I’ll do with the extra storage space in my office, the money I’ll save, and the frustrations I won’t have when it doesn’t get all buggy or run out of ink or have a paper jam. True simplicity may be found in a printerless office.

Posted by Erin on Jul 21, 2011 | 68 Comments | Tweet This

Ask Unclutterer: Is Google Docs safe for backing up confidential information?

Reader OB submitted the following to Ask Unclutterer:

I am in the process of scanning all of our tax returns older than seven years and am considering storing them on Google Documents. Do you consider that safe, since they contain a lot of confidential information? Thanks for your opinion.

To answer your question, I contacted Timothy B. Lee who is a computer science researcher at Princeton University. Here’s what he told me:

It really depends on the user’s tolerance for risk and what her other options are. If you place confidential information on Google Docs, the risks include: Google being compromised by hackers, Google itself using the documents for nefarious purposes, your account being compromised, governments or other third parties requesting and obtaining access to the documents, and Google losing your information. None of these outcomes are very likely, but they’re all risks to keep in mind.

Personally, I wouldn’t put confidential information on Google Docs because I keep regular backups of the data on my hard drive and I’m vigilant about the security of my machines. If you run a business or are in a profession where you regularly handle confidential data, you have an obligation to do the same in order to safeguard your customers’ confidential data. But I know that, in practice, ordinary users don’t always follow these best practices. For those users, there may be a larger risk of losing information in a personal hard-drive crash or malware infection than having something bad happen to data in Google Docs. So trusting Google Docs may be a rational, calculated risk.

If you do decide to put confidential information in Google Docs, you should strongly consider signing up for 2-step authentication. This is a free service that greatly improves the security of your Google account. It won’t protect you from all the threats I listed above, but it will at least protect you in case a malicious party gets your password.

Thank you, OB, for submitting your question for our Ask Unclutterer column. I hope Timothy’s information helps you come to a solution that is best for you.

Posted by Erin on May 6, 2011 | 21 Comments | Tweet This

April resolution wrap up and an introduction of May’s resolution

The first three months of 2011 were extremely hectic, and in response I decided to declare April as a Super Simple Month. This was the right choice for me, and I embraced the austerity that came from this decision. I re-read a few of my favorite books, I spent as much time with my family as I could, I refrained from making any non-essential purchases, I was in bed before 10:00 most nights, and I declined many invitations that would have added stress to my schedule.

As much as I would love to keep a Super Simple Year, I know it isn’t the right choice for me. I like to travel, I enjoy having a more robust social life than I did in April, and there are new book titles calling to me from my Kindle. I’m not planning to jump back into a hectic lifestyle in May, however. There are many wonderful lessons learned from April’s Super Simple Month that I will continue to carry forward with me. Instead of simple, I’m aiming for calm for the remainder of the year.

For May, my public resolution is to be more mindful and deliberate about my media intake. I’m not against television, magazines, newspapers, or the internet (obviously), I think they are wonderful forms of entertainment, education, and information distribution. I’ve simply realized that it is more difficult for me to disconnect from media now than it once was, and this doesn’t sit well with me. I have a constant desire to continually be “plugged in,” and I want to be more conscientious about how and when I am.

I haven’t fully figured out my plan for cutting back on my media intake, but there are a few steps I know I will follow or continue to follow:

Except for major breaking news, do not watch television programs when they are initially broadcast.
Record programs of interest on the DVR and view no more than an hour of television each week day, two hours of television on Saturdays, and no television on Sundays.
Set a timer for 10 minutes whenever I am at the computer or using applications on my smart phone for reasons other than work. This includes personal email, checking social media sites, and general roaming around the web. (This does not include phone calls.)
Do not sit at the computer or use applications on my smart phone for reasons other than work for more than 30 minutes total in a day.
Unsubscribe from all magazines I’m not reading cover-to-cover during the month printed on their covers.

Do you limit your media intake? What guidelines do you have set for these activities? I’m interested in learning what you do and why you have made your decisions. Share your strategies in the comments.

–
Erin’s 2011 monthly resolutions: January, February, March, and April.

Posted by Erin on May 2, 2011 | 25 Comments | Tweet This

Links for April 21, 2011

These items caught my attention over the past couple weeks, and I wanted to share them with you. They weren’t large enough to stand on their own as full posts, so I gathered them together in a link roundup:

The company Electrolux sponsored nine teams at the Domus Academy in Milan to design the kitchen of the future. The concepts are pretty impressive, especially for small space and storage design. Electrolux ReSource.
The show Clean House is looking for cluttered homes to be made over for future episodes. The show is filming next season in the greater Los Angeles and New York City areas, and to be considered you must own your home and at least two adults must live in the place. If you want to be on the show, email your name, address, phone number, list of everyone in the house and relationship to them, photos or videos of three rooms in your home that are messy, and a brief explanation for why you want to be on the show to Rose at rosecastingcleanhouse@gmail.com for LA consideration and Amy at assistant@mendenhallmedia.com for NYC consideration. You must submit your email by tomorrow, April 22, 2011.
SwissMiss featured a great little product that bands your writing utensils to your favorite notebook, clipboard, or book. The pencil holders are called Clever Hands and they’re made by an artist on Etsy. I think these would be a great organizing tool for students.
A website, hysterically named BookshelfPorn, features daily pictures of (usually) organized bookshelves from amazing libraries around the world. After our post earlier this month about keeping clutter off your bookshelf, I thought you all might enjoy seeing these (mostly) amazing solutions.
My friend Julie Bestry, a professional organizer based in Chattanooga, Tennessee, recently wrote a post for the Metropolitan Organizing website on how to become a Certified Professional Organizer. If you’ve ever thought about a career as a professional organizer or are already a professional organizer and want to be a CPO, I highly recommend checking out her post.
Another professional organizer friend of mine, Allison Carter based in the Atlanta area, has a quick post on uncluttered gift ideas for moms for this upcoming Mother’s Day.
Last August, NPR featured a 40-minute segment on Fresh Air exploring “Digital Overload.” It’s a long segment, but it’s interesting as it looks at people’s addiction to multi-tasking.

Posted by Erin on Apr 21, 2011 | 1 Comment | Tweet This

An uncluttered reporter who does all his field work with an iPhone 4

If you drive in Washington, D.C., you very likely listen to WTOP radio. Every 10 minutes, on the eights (:08, :18, :28, etc.), WTOP reports traffic conditions and then the weather. In between the traffic and weather reports flows a steady stream of award-winning local and national news coverage.

Neal Augenstein, a WTOP reporter who covers everything from hard news to fun feature pieces, has recently been outed by the station as being “… the first major market radio reporter who does most of his field production on an iPhone.”

In an article for PBS’s digital media blog MediaShift, Augenstein explains in detail how he ditched his old equipment and made the switch to using an iPhone 4 for his field work.

With the VC Audio Pro app from VeriCorder, I can quickly pull cuts, edit and assemble audio wraps, and adjust volumes on a three-track screen similar to the popular Adobe Audition used in many newsrooms. The amount of time saved by not having to boot up the laptop and transfer audio has been my single greatest workflow improvement.

He also gives specifics for how he captures audio, video, and images, and how he broadcasts them from his phone.

He admits the setup isn’t perfect — claiming the sound quality of his field reports is just “92% as good as when I use bulky broadcast equipment” — but that there are amazing benefits to being uncluttered, incredibly portable, and always able to record.

(via The Unofficial Apple Weblog)

Posted by Erin on Apr 7, 2011 | 6 Comments | Tweet This

Three accessories to help keep your Mac mini out of sight

Even though a Mac mini only occupies about 60 square inches of desktop space, you still might want to keep it completely out of sight. There are a number of ready-made brackets available that will let you easily mount a mini either under a desk or directly behind an LCD display.

Sonnet MacCuff Mini Mounting Bracket ($57.99)

This steel bracket comes in two sizes. One fits the new 2010 Mac mini and the other fits all previous models. This is probably the most versatile of the lot, as it will mount either under a desk or to a VESA mount on the back of an LCD display. It features a steel locking bar for security and it comes with a 35cm short monitor cable and mounting supplies.

Macessity MiClassic Mount Bracket for 2010 Mac Mini ($52.99)

This bracket is designed for the 2010 Mac mini form factor, but Macessity also manufactures a similar “Hang With Mi” bracket for the older-sized minis. These units do not have holes suitable for VESA mounting and they are only designed for use under a desk. They do, however, have a built-in powered 4-port USB2.0 hub, which is nice if you plan to also mount USB devices out of sight. An optional swivel mount is available if you need to be able to rotate your computer while mounted.

Mac Mount (£14.99)

Although the picture below shows these relatively inexpensive acrylic mounting brackets being used to secure a G-Tech G-Drive, they are also designed to work with a Mac mini. They can also be used to secure an Airport Extreme.

Posted by PJ on Nov 8, 2010 | 5 Comments | Tweet This

Never lose your lens cap again

I misplaced the lens cap for my Canon T1i camera recently. It wasn’t particularly difficult or expensive to find a replacement, but it was an unnecessary hassle that I would have preferred to have avoided.

When I replaced the lens cap I decided that I would secure it to the camera with a small and inexpensive leash designed expressly for that purpose. In fact, the lens cap tether was so inexpensive that I was left wondering why the camera manufacturers don’t just include them with digital SLRs. Then I realized that the folks at Canon would probably prefer to sell me replacement lens caps, which are much more expensive.

It might seem obvious, but it often makes sense for loss-prone items to be physically secured so they won’t end up missing when needed.

Posted by PJ on Nov 4, 2010 | 16 Comments | Tweet This

Use a browser extension to limit the number of open windows and tabs

Browser tabs and windows have a nasty habit of multiplying. It’s easy to find yourself with a half-dozen browser windows open, each one having several tabs active. As you might expect, this has a serious effect on general system performance and stability.

To mitigate this particular problem, I use a Firefox add-on called Window and Tab Limiter. It allows you to set a limit on the number of windows and tabs Firefox will keep open. Depending on the mode that is selected in the add-on’s preference window, one of the following three things will happen when the user exceeds their own specified maximum number of open widows and tabs:

Suggestion Mode: The user is presented with a list of active windows and tabs. They can then either select one or more windows or tabs to close, or simply ignore the warning and continue working.
Force Mode: The user is presented with a list of active windows and tabs. They must close at least one window from the list to remain under the limit so they can continue working.
Silent Mode: Windows are closed automatically without any user interaction.

Although the Silent Mode option may sound dangerously automatic, I find it works quite well, provided the window and tab limit is not set too low. (I keep mine set at 7.)

If you use Chrome, you might want to try No More Tabs. It has fewer options, but it provides the same basic functionality.

Posted by PJ on Nov 3, 2010 | 10 Comments | Tweet This

Eye candy: Wood organizing products

Knife and Saw is selling a beautiful bike shelf that is perfect for city dwellers in small spaces:

It’s not inexpensive ($270 for Ash or $300 for Walnut), but it is beautiful. And, the top of the bike rack can be used to hold stuff, which makes it a nice multi-tasker:

Speaking of beautiful wood things, have you seen Combine Collective’s Black Walnut Keyboard Trays?

Ranging from $69 to $79, they hold up to three Mac wireless devices in sustainable wood to use on your lap or desk.

It’s nice to see organizing products that are visually stunning and incredibly functional. So many organizing products are designed with utility as the only focus, completely ignoring aesthetics. I’m always on the lookout for items that manage to have high-quality function and form, and both of these certainly meet those standards.

(Bike shelf via Cool Hunting.)

Posted by Erin on Sep 23, 2010 | 16 Comments | Tweet This

Ask Unclutterer: Should my family have more than one computer?

Reader Angela submitted the following to Ask Unclutterer:

I work from home with one laptop (a MacBook), which is all I need — until my two children (10 and 15) come home! Then, it’s a fight over who needs the computer. I am usually finished with work, but I may want to surf and check my email. The kids claim to have homework, but I seriously doubt their teachers are assigning videos from YouTube! Anyway, my question for you and the Unclutterer readers is, “How many computers do you think are normal for a family of three?” I am trying to buy less and save more, but I really want another Mac!

To answer your stated question about how many computers are normal for a family of three, the answer is one computer. The Kaiser Family Foundation (using data from the US Department of Commerce) reports that although 90 percent of children in 2009 have access to a computer at home, only 36 percent of children ages 8-18 have their own computers in their bedrooms. So, most children are using a shared family computer in their homes.

However, these facts are meaningless if you are interested in getting a second computer. Evaluate your situation, save the $1,500 for a new Mac, and then buy one if you decide it is what is best for you and your family. Remember, if an object has utility for you and your family, it’s not clutter.

Before buying a second computer, though, I’d like to recommend an experiment for you to conduct. Tell your children that you realize you all can’t use the computer at the same time when you’re at home and you’ve decided to alleviate this problem. Then, the next day after school, drive them to the public library. Synchronize your watches and tell your children they have 45 minutes to jump on the computers and complete their digital-necessary homework. After a week of spending 45 minutes each evening at the library, you’ll have a good idea as to if your children are using the computers for school work (or socializing) and if you really could benefit from a second home computer.

My guess is that your kids will either complain and whine and tell you that you’re a horrible mom, or they’ll actually appreciate their daily time at the library and enjoy having time on the computers to do their homework without having to share a machine. After years of teaching high school, I can say with absolute certainty that your children are not going to have a vague response — you will know if they need a second computer for school work.

Thank you, Angela, for submitting your question for our Ask Unclutterer column.

Posted by Erin on Sep 10, 2010 | 83 Comments | Tweet This

We’ve got the technology

Having the right tools to do a job can increase productivity and greatly improve your overall experience working on a project. Our friends at The Chopping Block graphic design firm recently made a fun film illustrating how difficult it would be to do their jobs without Photoshop. Introducing “The World Without Photoshop“:

What takes eight hours in this short film, takes just seconds with the modern software. Are you wasting time, energy, or money not using the right tools for a job? Is there broken equipment on your desk that needs to be fixed? Evaluate your situation and acquire the right tools for the task.

Posted by Erin on Sep 4, 2010 | 7 Comments | Tweet This

A very stylish document scanner

In celebration of its 50th anniversary, the Fujitsu company has released a ScanSnap unit with a traditional lacquered finish, but — and this is the painful part — it appears to only be available in Japan:

The S-1300 and S-1500 units can fold up to look like a decorative box on your desk, which is as clever as it is beautiful. Fujitsu announced the commemorative document scanners by way of a manga advertisement, and you can see both pages of the advertisement online: Pages 1 and 2.

In addition to the stylish new exterior, it looks like the 50th anniversary ScanSnap models might also come with two tea cups and a sushi mat (although, I don’t think the raven is included):

Now, I’m crossing my fingers and hoping the Fujitsu company considers releasing decorative models in more markets. To learn more about getting your paper clutter under control with the help of a ScanSnap, check out our article “Scanning documents to reduce paper clutter.”

Happy anniversary, Fujitsu! And, thanks go to reader Jen for letting us know about this item.

Posted by Erin on Sep 2, 2010 | 13 Comments | Tweet This

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