Efficient work organization on the computer: How to use the PC properly

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Working efficiently on the computer wants to be learned: With 10 open browser windows and a full desktop it just works worse. But how does more productive work work?

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Here writes for you:


Simone Janson Simone JansonSimone Janson is publisherGerman Top20 blogger and Consultant for HR communication.


Basic problem of work organization on the PC

Again and again I advise clients on topics such as online marketing, blogging and social media use. Actually, it is usually about teaching customers the basics of using various social media tools.

However, I notice time and again that in some cases the difficulties lie elsewhere: namely, in the efficient use of the working computer. This is likely to be the fundamental problem of many people's work. What can be done about it?

Full work surface, empty brain

Efficient use does not mean the main memory, the speed of the WLAN or other technical problems. The problem is more basic, for example, a much too full desktop screen, more than 10 simultaneously open browser window or an overflowing eMail-P.O. Box.

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Whereby that eMailMailbox still represents the slightest problem. One eMailProgram finally has a search function. There are even people who are now quite interested in classifying and labeling their eMails refrain and only search. Honestly, I'm getting there too, because sorting the eMailIt simply costs too much time and does not contribute to better findability.

Simplify your computer

The situation is different with the workspace and the browser windows. Because it's not about finding something again, but being able to work more efficiently at the moment. And that means: way with everything that is superfluous. Less is more!

This is a bit like the Simplify tips for tidying up your own home: The best organization system does not help if there is just too much content for too little space. It helps only radically clear - on the desktop as well as in the browser.

Radically clearing is the motto

That's exactly what many people find difficult: They find something interesting on the internet, download it to their desktop and forget about it. Or they work on several projects simultaneously, all seem equally important - and therefore all are on the desktop.

The only problem is that every new project aggravates the situation. The more the workspace becomes fuller, the more difficult it will be to find the files once again. And the search function of the computer usually takes far too long for it.

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Let go of the fear

The same is true with open browser windows or tabs: Up to five you can have good open at the same time in my opinion, with more than five times you click yourself - and it costs time. Anyone who claims that he can handle the resulting chaos well, simply speaks to the world beautifully.

Behind it is, as with the order in the apartment also, the fear of separating from anything - you could eventually need it again and then not find it again.

Computers are like wardrobes

With an empty desktop and fewer browser tabs, you can really work better. The likelihood of Internet surfing inefficiency actually increases the more tabs are open because the open windows and titles are constantly distracting and irritating. And: Most of the stuff that you download and bookmark yourself, you do not need anyway afterwards.

It's like tidying up the closet: what you haven't worn in the past two years is no longer wearable anyway. It often doesn't even fit or is out of date. This applies all the more to the Internet: Who will be interested in them tomorrow? Article from the past month, where so much new information is added every day.

Garbage baskets as a catch basin

So I've been doing this radically for some time now: after every step I finish, I remove all the files that were needed from the desktop. Mostly I throw them right in the dustbin.

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I move some of them into a folder with “material” so that I can bring them out again later if I want to log them out. This hardly ever happens, which is why I have now moved the material folder into a subfolder. The wastepaper basket, on the other hand, acts as a catch basin: if necessary, I can find things here again.

Do not think twice, just throw it away

The essence of this method: I do not think about every file and every link interesting, what I want to keep and what not, but usually throw the things in a matter of seconds in the barrel - zack zack, and clear and clean is the desktop.

Of course I empty the trash every few months. Of course, I also entrümple the bookmarks. Of course, in a hurry I lose one or the other interesting article, and recently it happened to me that I had to rewrite a whole blog article because I was too fast to delete it.

Synchronizing data creates security

What provides additional security here is a software that synchronizes data on different drives with each other. One such application from Germany, which I have been using for some time to synchronize my data on different devices, is TeamDrive: TeamDrive is HIPAA compliant and encrypts data before uploading with an AES-256 algorithm Encrypts TeamDrive your data before uploading.

According to the provider, the service is not only GDPR-compliant, but also offers “zero-knowledge” privacy. This means that the provider cannot at any time gain knowledge of the content of your data or have an insight into who you are working with. All keys are stored exclusively on your computer, so that neither the NSA nor other institutions can decrypt your data.

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Practical: When I change a file on a computer, it syncs on all other systems synonymous. There is the software for all major operating systems, ie Windows, Mac OS X, Linux, Android, iOS. What is particularly useful for me is that while the data is also available on my mobile phone, it only puts a burden on the memory if it is made available offline.

Protection against viruses and fishing

Of course it is also important for productive work to have effective protection against viruses and fishing, ie the unauthorized retrieval of data on the Internet. Here, a virus program such as Kaspersky offers comprehensive protection against data thieves. Among other things, Kaspersky offers an antivirus program, a security suite for Internet access (Kaspersky Internet Security), as well as encryption packages and integrated password manager, backup and parental control.

Best of all, Kaspersky is not just for Windows, it's also available for Apple products, tablets and smartphones. The Android version has, for example, a feature to protect against crimeware and data theft in case of loss of the device. A very useful software.

Privacy and productivity - not a contradiction

And yes, some sensitive data such as accounting statements or encrypted files containing my passwords are somewhere in the cloud on a server, and I call them each from the currently used device - even from external computers.

Of course that involves certain risks. Security experts are probably struggling with such systems. As a user, on the other hand, I have to realize that the amount of data I need to match between different devices would simply overwhelm me. Otherwise one would have to spend hours and days with data backup.

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The perfect classification system - a fairy tale?

Perfect is probably not an ordering system. But, and most importantly, I always have several well-structured mobile devices, so I can work efficiently, with this relentless enragement method.

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