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3 Tips to Organise Your Dropbox Folders

3 Tips to Organise Your Dropbox Folders

According to Statista Dropbox has over 500 million users and according to Fortune.com Dropbox is still way ahead in the online cloud storage race, with almost double Google Drive users and five times that of Microsoft’s OneDrive. Dropbox, like other online cloud storage options, gives us the ability to share files, collaborate on files, and store files in one place.

They just seem to do it that bit better than their competitors. Only slightly better according to one source, but better never the less. If you are a Dropbox fan, you’ll know what I mean. You can’t always put your finger on why it’s better, it just makes everyday tasks a little easier to do. And that can be the difference between choosing one piece of tech over another.

So, Dropbox users and fans, here are 3 tips to make Dropbox even easier to use for you and your team.

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How do Most People Organise their Dropbox Folders?

The short answer is that they don’t really think too hard about it when they start using Dropbox. Bar a few that are organised and have the whole thing sorted. For those, maybe stop reading here?! For others, Dropbox can resemble their hard drive and their Outlook folders. Plentiful, and as badly organised as the messy drawer in their kitchen or their home filing (a pile on the sideboard).

The difference with Dropbox is that many people use it to collaborate with others and therefore being disorganised is not ok. When it is our disorganisation, just for us, it’s ok, but when you need to work with others, it’s not. Ever seen someone with a desk covered in paper? They’ll proudly tell you that they know where it all is. Working with others means we need to be more organised otherwise chaos ensues.

How Could You Organise Your Dropbox Folders to Work Better with Others?

There are 3 tips here that will help, and number 2 will help the most.

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1. Have 7 folders for your front line folders to make it easy for everyone to make the first decision as to where the file should be located.

Start narrow. Have a maximum number of first level folders. Seven is ideal. Read what the psychiatrists say to know why. Maybe ‘Clients’, ‘Financial’, ‘Suppliers’, ‘Team’, ‘Personal Development’, ‘Projects’, and ‘Meetings’. Very quickly the team will get used to making the first level filing decision quickly and easily. Juts choosing between 7 folders, not 35 folders.

    2. Number your Dropbox folders so that everyone can communicate with a common language of where folders are.

    Add numbers to your Dropbox folders because whilst Dropbox does enable link sharing, with a number it is much easier for a colleague to know where a file sits in the structure so that they can refine it more easily next time. I suggest updating your Dropbox folders as you go rather than doing all the folders at once because that is a Time Management.

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    Once this is complete, other colleagues will start to do the same once they see you start, and when you want to direct a colleague to a folder on the phone or via email just say, ‘2.5.22.4’, which means to follow the 2nd folder, then the 5th folder, then the 22nd folder, and finally the 4th folder.

      3. Add your initials and date to each file each time you update it so that everyone can easily see who made the last update and when.

      With adding initals and the date, you know who last updated the file and when. Dropbox does show the date the file was last modified, but not by who, and you can only see this when you click on each file. By having their initials and the date in the filename you can scan down a long list of files easily to see who and when the last file was updated.

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        Featured photo credit: By Sugar Pond (Mess) [CC BY-SA 2.0 (http://creativecommons.org/licenses/by-sa/2.0)], via Wikimedia Commons via commons.wikimedia.org

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        Darren A. Smith

        Founder of Making Business Matter - Training Provider to the UK Grocery Industry

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        Last Updated on September 20, 2018

        8 Ways to Train Your Brain to Learn Faster and Remember More

        8 Ways to Train Your Brain to Learn Faster and Remember More

        You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

        Well, here is how to train one of the most important parts of your body: your brain.

        When you train your brain, you will:

        • Avoid embarrassing situations. You remember his face, but what was his name?
        • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
        • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

        So how to train your brain and improve your cognitive skills?

        1. Work your memory

        Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

        When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

        If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

        The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

        Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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        Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

        What is the simplest way to help yourself remember what you see? Repetition.

        For example, say you just met someone new:

        “Hi, my name is George”

        Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

        Got it? Good.

        2. Do something different repeatedly

        By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

        Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

        It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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        And guess what? With enough repetition you made that happen!

        But how does this apply to your life right now?

        Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

        Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

        Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

        So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

        You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

        That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

        3. Learn something new

        It might sound obvious, but the more you use your brain, the better its going to perform for you.

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        For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

        Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

        You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

        4. Follow a brain training program

        The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

        5. Work your body

        You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

        Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

        Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

        Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

        6. Spend time with your loved ones

        If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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        If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

        I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

        7. Avoid crossword puzzles

        Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

        Are they fun? Yes. Do they sharpen your brain? Not really.

        Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

        8. Eat right – and make sure dark chocolate is included

        Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

        When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

        So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

        The bottom line

        Now that you know how to train your brain, it’s actually time to start doing.

        Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

        Featured photo credit: Unsplash via unsplash.com

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