In a work world increasingly dominated by mobile devices, virtual meetings and telecommuting, our “offices” are becoming more and more virtual. It doesn’t matter if you’re at home, at your favorite coffee shop, in the car or at your desk, you’re in your “office” and ready to work. However, like any office, even a virtual office can quickly become overrun with clutter, inefficiencies and unnecessary complications. In order to be an effective modern worker, it’s important to take the time to keep your virtual office cleaned up and in tip-top shape.
Here are 3 tips to help you organize your virtual office:
Sync Up Your Devices
Today’s virtual office involves a number of different devices: smartphones, tablets and laptops. You may not know exactly which device you’re going to be near when that next urgent work task comes up. If you’re going to make sense of it all, you need to make sure all of your devices are as synced as they can be.
What does that mean exactly? Well, you can use a cloud storage service like Dropbox, Google Drive, Box or the file storage options in iMeet® and GlobalMeet® to ensure access to your files from all of your devices. And instead of taking notes in your device’s built-in note application, use a cloud-based note tool like Evernote or Google Keep to have all of your brainstorms and insights when and where you need them.
Master Your Calendar
When working virtually, it’s important to stay on top of your calendar so that you’re not constantly late to or missing your virtual meetings. Whether it’s the morning conference call with Europe or the 1×1 web conference with your manager, keeping tabs on your meetings is key to being an effective remote worker.
Make sure your calendars are set up correctly across all of your devices so that you receive push notification reminders before all of your important events. Better yet, download a smart calendar app like Agenday so you can join your audio and web conferences directly from your notifications, taking all the guess work and complications out of getting into your meetings.
Tag, Sort and Categorize
While a cluttered desk is either indicative of a cluttered or brilliant mind, depending upon who you ask, virtual clutter is a quick way to lose track of all of your important documents, emails and information. The amount of information we’re sent, create and absorb online every day can be staggering to keep track of, so it’s important to mitigate virtual clutter whenever you can.
For example, if you’re a Desktop Downloader (all your downloaded files go to your Desktop), set aside a few minutes each morning to delete old files or organize them into folders. Setup sub-folders, categories or tags within your email to separate out the distinct parts of your worklife: weekly reports here, meeting summaries there, financials over there, etc.
In fact, if you’re feeling particularly adventurous, you can set up Rules or Filters to automatically sort your incoming email for you, so you can be certain your categories are always organized and up-to-date.
Have any virtual organization tips of your own? Share them in the comments below or tweet us @PGi!