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5 MORE Ways to Make Your Computer Work For You (And Not The Other Way Around)

5 MORE Ways to Make Your Computer Work For You (And Not The Other Way Around)
Make Your Computer Work for You

In my last post, I focused on ways to automate tasks on your computer, from backing up to document writing. Automation is something that computers are especially good at — it is, after all, what they do.

An important part of mastering your computer, though, lies not in the software you use but the attitude you bring to the computer, the worldview that shapes how you interact with it. This isn’t so simple as feeling grumpy or cheerful, but how you think about your work at the computer. Today, I want to focus on practices and attitudes that can help you make better use of your computer — or any other.

1. Get organized

Years ago, I worked at a museum where we got a grant to upgrade all the computers to Windows 98 (they were DOS-based before that). One of the department heads, an older woman who had never been all that comfortable with computers to begin with, had been saving all her documents, for years, to the default C:\ directory. When they upgraded her system, all those files showed up on the desktop. Thousands of them.

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It’s important to have a system in place so you can easily find everything. It doesn’t have to be complex, just consistent. For instance, I start a new folder for every type of project in my life, whether that’s a course I’m teaching, a job I’ve taken on for a client, a website I’m running,a vacation I’m planning, or whatever.So I have folders for “Article Submissions” and “Courses” and “Websites”. I create subfolders for every project large enough to need one; for projects with only a few files, I use the file names to keep everything sorted (see below). After years of resisting Microsoft telling me what to do, I’ve also started using the “My Pictures”, “My Library”, and other “My [Blank]” folders that Windows wants me to use so desperately.

I’ve adopted a standard file naming convention cross most of my files, consisting of either the date followed by a description (for photos and receipts, where I’m likely to remember when I did something) or by project name and description (for documents where I’m more likely to remember what it was for rather than when I made it). For example, all my photo folders have names like “20080331-Lacrosse Game with Uncle Scott”; all my payment receipts look like “20080401-ATT Bill Payment”. In an alphabetical list, the files will retain chronological order. My projects look like “(Lifehack) Post Ideas” or “(Magazine Title) Query Letter”. In my “Article Submissions” folder, then, all the files will line up by the title of the magazine I submitted them to.

2. Use networking

If you have more than one computer in your house, make use of the network for more than just accessing the Internet. You can share files and printers, play music (and often movies), and backup over the network, generally with very little setup.

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In our house, we have 4 computers — two laptops and two desktops. My desktop stays on all the time, and functions as a kind of household server. Every other computer has access to the laser printer attached to my desktop, making printing easy from anywhere in the house. I also have my multimedia folders and my “Documents” folders shared and mapped as drives on my laptop (and the multimedia folders are mapped on the other computers — nobody else needs to get to my documents easily). This allows me to access working files from my laptop anywhere in the house, and everyone to play music from my huge store of mp3s.

Once you start thinking of the computers on your network as servers, you’ll probably come up with a dozen ways to make use of them. For example, install XAMPP and create an intranet for your household — you can run calendars, blogs, photo galleries, just about anything you can do over the Internet you can do within your household network. To make it easier, you can add a line to the HOSTS file (at C:\WINDOWS\SYSTEM32\DRIVERS\etc\HOSTS in most Windows systems) to create an alias for every computer in your system. Open the file in a text editor, find the line that says “127.0.0.1 localhost” and add a line beneath it with the IP address of a computer on your network and a name to call it. My desktop is at 192.168.1.150 (local network IP addresses usually look like 192.168.0.x or 192.1.1.x where “x” is a number identifying the specific computer), so I have an entry that looks like “192.168.1.150 dustin” in the HOSTS file of the other computers. If you type “dustin” into the address bar of a browser on any computer in the house, it goes to the server on my computer. “dustin/wordpress” goes to a WordPress install on my computer, which I use for testing but you could use for a household diary or photo gallery or whatever.

3. Centralize

You’re organized, you’re networked — now you can centralize. Like I said, media files on my computer can be accessed from any computer in the house — so all the media files can go in the same place. (With a suitable backup, of course.) I can access my working files from anywhere in the house on my laptop, and using LogMeIn(the free version) I can access the whole desktop from any computer in the world. So I don’t need to carry a thumb drive with the files I’m working on (except as a backup when I can’t be absolutely sure I’ll have a working Internet connection)or worry about whether a file is on my desktop or my laptop (I use SyncBackto keep my laptop and desktop’s “Documents” directories synchronized).

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Centralization means only one set of files to worry about backing up. It means always knowing where to find a file you need to work on. It means you can access the same files wherever you are. And it means it’s much easier to get a new system set up, or to reinstall an existing system when the inevitable Bad Thing happens.

4. Use the Cloud

I do make one exception to my overall preference for centralization, and that’s using web-based apps. Since LogMeIn requires some installation, I might not always be able to use it (for example, many corporate computers don’t allow the installation of ActiveX programs or FireFox extensions, which you need to run LogMeIn). So I’ve started doing the vast bulk of my writing using online applications, especially Buzzword. I download the “in progress” files to my desktop when I’m at home, for backup. Since you can save a set of pages as your “Home” in most new browsers, I just click “Home” and Buzzword, Google Reader, Gmail, and a few other online apps pop open.

Using the Cloud means that I don’t have to worry about upgrading software, waiting until I can get home to work on a project, or run dozens of programs at the same time. Everything’s right there, in whatever browser I’m using. Although I rarely use Google Documents to create documents anymore, I do quite like the looks of DocSyncer, which synchronizes all the MS Office files in a chosen folder to your Google Docs account, making the line between working in Word or Excel and working in Google Docs pretty seamless. If nothing else, it’s a great backup.

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5. Create workflows

I’ve wasted probably about as much time in my life trying to remember how I did something last time as I have used just doing it. Somewhere along the line, I realized: write checklists, idiot. Consider doing the same thing (minus the self-deprecation, of course) for any complex tasks you do often. This is something that comes naturally to most programmers,who know it’s the only way to get the computer to do exactly what they want.

Consider one task I do every few weeks or so: adding guest contributors to Lifehack’s pool of writers. Guest contributors applypretty much constantly; their applications need to be reviewed, and the successful applicants need to be accepted, sent information about writing for Lifehack, added to our contributors mailing list, and given permissions to post to the site. I have some boilerplate I sue for some of that, some steps are automated, and the rest… Well, I forget. Which is why I wrote a checklist telling me what steps to take, in what order, and using what applications/websites.

As you perfect your workflow for any task, keep an eye out for steps or groups of steps that can be automated.Consider grouping shortcuts to the programs or documents you need by workflow in your Start Menu, or in a folder on your desktop. Or launch multiple programs together using a program like StartProgs XPro or using a batch file (follow these instructions).

The bottom line

In the end, the only trick is to be 10% smarter than your computer. Most people use their PCs in a reactionary way, reacting to whatever their needs are at any given moment.A little forethought and a few simple tools can go a long way towards making your computing life smoother and more productive.

What are your thoughts? How do you keep your computer under your control, and not vice versa?

More by this author

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Last Updated on March 13, 2019

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

Have you gotten into a rut before? Or are you in a rut right now?

You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

1. Work on the small tasks.

When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

2. Take a break from your work desk.

Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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3. Upgrade yourself

Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

4. Talk to a friend.

Talk to someone and get your mind off work for a while.

Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

5. Forget about trying to be perfect.

If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

Just start small. Do what you can, at your own pace. Let yourself make mistakes.

Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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6. Paint a vision to work towards.

If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

7. Read a book (or blog).

The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

Check out the best selling books; those are generally packed with great wisdom.

8. Have a quick nap.

If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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9. Remember why you are doing this.

Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

10. Find some competition.

Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

11. Go exercise.

Since you are not making headway at work, might as well spend the time shaping yourself up.

Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

12. Take a good break.

Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

More Resources About Getting out of a Rut

Featured photo credit: Joshua Earle via unsplash.com

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