Advertising
Advertising

Hard Drive Zen with the Humble Folder

Hard Drive Zen with the Humble Folder

Hard Drive Zen

    The hard drive; you bring one home and pop it in your computer, and it’s a totally clean slate. You take a look inside the root directory and see the beauty of nothing. But like all hard drives, over time the files clutter up, filling every nook and cranny. Eventually, space runs out, but because you figured you’d process your files “another day,” it takes hours to figure out what’s what, where’s where and what to delete.

    Then, after repeating this process a few hundred times, it dies. Like all hard drives. This is just one of the gems of joy in computer ownership.

    Reader Olivier writes in asking:

    I have a big hard drive, download a lot and it gets messy. Do you have a good way to keep the hard drive a zen place?

    The folder (or, as it was known in ancient times, the directory) is a simple tool, a way of organizing files on your hard drive into clear and distinguishable sections. The practice of using sub-directories began with UNIX, so you’d think by now effective file management would be a second-nature skill in our digital society.

    Advertising

    You’d think so, but you’d be wrong. Olivier isn’t alone; I’ve yet to meet someone who keeps their hard drive in the coveted zen state of organization as often as they should, but there are sure a lot of methods for reducing clutter both automatically and manually.

    Downloads

    Olivier downloads a lot, and this contributes to some of the clutter. One common problem with downloading so much is that the default save location, in most applications, is the desktop. Who knows why, but I think that’s a big design flaw. I bet a large portion of the planet’s population has so many files on the desktop that they extend for miles off the screen. Okay, slight exaggeration, but anyway.

    One of the impressive yet subtle, little things I admired about Leopard when I first installed it was that it redirected all my downloads to the Downloads folder. Unfortunately, I don’t use Safari as my primary browser, so if you’re not using Leopard with Safari you’ll need to do what I did: change the default save location in all your internet applications manually. This is a fantastic solution to the clutter of downloaded files that take over the desktop, or even other folders that are quickly selected in the rush to download a file.

    Firefox

    Change Firefox Downloads Location

      In Firefox’s options pane, under the Downloads header, select Choose or Browse next to the “Save files to” field. Navigate to the location on your hard drive which you’ll designate as your Downloads file and press Open.

      Advertising

      Skype

      Change Default Skype Downloads Location

        Your browser may not be the only place from where downloads stage their attack on the desktop – I find that at least half of my daily downloads come from Skype. Fortunately, it’s just as easy to switch download locations – go to the options pane, and change the “Save received files” field to the appropriate folder.

        Folder Structures

        Olivier mentions that advice on folder structures would be particularly helpful. The problem with most folder structures is that they’re either too comprehensive, creating more folders than you’ll ever use or remember, or too lax, providing no real organizational benefit (such as one called “Home” and one called “Work”).

        An effective folder structure is very unique to your life and the projects and endeavors you are involved in. There’s no such thing as a one-size-fits-all system of folders that can be copied from person to person. I once tried one of these and found it totally and completely ineffective.

        The best advice on folder structures is to spend the time to sit down and think about what you need to organize, and avoid being too lax or too comprehensive. Find a happy medium. You need to have few enough folders that you’ll be able to learn where they are relatively quickly and get used to using them, but enough folders that there are logical places to put different types of data – for instance, under your business folder you’ll need separate folders for legal and financial data.

        Advertising

        Put the time into creating and refining a structure that is uniquely fitted to your life and you will not believe the time it saves you in organizing files later on.

        Naming Conventions

        How you name files is just as important as which folders you put them in. For instance, an old friend had a “Chat Transcripts” folder in which he saved every MSN conversation he ever had. Instead of naming them with the participant’s name or email address and a date, he simply used numbers – quite literally, it went in numerical order from 1 all the way to the current conversation (there were several thousand).

        Then, when we had a disagreement about something we’d discussed via instant messenger, he decided to go and check what had actually been said.

        “This is why I keep these transcripts,” he said. Of course, we were never able to find out; it was impossible to find the right conversation.

        This is a matter of self-discipline. When you name a file, any file, you have to ask yourself: am I going to know exactly what this file is and what it contains just be reading its name? If the answer is that no, you’ll likely get it mixed up with a dozen other documents, you need to spend the extra couple of seconds rewriting it.

        Is it easier to save yourself ten seconds of time by naming a file invoice.doc and spending 45 minutes looking for it later, or to spend an extra ten seconds naming a file Client X – 4/5/08 – Invoice.doc?

        Advertising

        Projects and Inbox

        Projects and Inbox are my two indulgences in what is frequently considered bad organizational practice, but I find that these two folders on my desktop save me more time than they cost.

        Projects contains the files I need for a project I am working on during a given period of time; not long-term projects that take months or years to complete, but projects that are the focus of a one or two week period. Since I’ll be using these files anywhere between 10 and 100 times a day, it’s handy to have them close by under Projects on the desktop, rather than hunting through my organized folder structure.

        The catch is that once the project is done you must – MUST – remember to clear the folder out and archive the files where they belong.

        Inbox tends to consist of files that end up on my desktop, despite my best efforts, and I have not decided whether to delete them, act on them, or archive them. It may be a good idea to keep your Downloads folder as a subdirectory of the Inbox folder.

        The catch here is that you need to process the Inbox on a weekly or monthly basis and never – EVER – miss a date with the declutterer.

        That’s why it’s a good place to keep your Downloads; unless you set a separate unbreakable date with the declutterer for your Downloads folder, it may be a long time before it gets cleaned out.

        Fellow productivians, you may scream at me and throw tomatoes for using an Inbox folder on my Desktop, but I think it’s a very enabling tool. Drag your mouse over those weaselly files on your desktop and drag them into your Inbox and you don’t need to worry about them until you’re no longer in a massive rush to complete your client’s project on time.

        If you have questions for us that you’d like to see tackled in Lifehack articles, we’d love to hear from you.

        More by this author

        Joel Falconer

        Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

        Mastering the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage

        Trending in Featured

        1 The Science of Setting Goals (And How It Affects Your Brain) 2 How to Stay Motivated and Reach Your Big Goals in Life 3 How to Take Notes Effectively: Powerful Note-Taking Techniques 4 How to Stop Procrastinating: 11 Practical Ways for Procrastinators 5 50 Businesses You Can Start In Your Spare Time

        Read Next

        Advertising
        Advertising
        Advertising

        Last Updated on July 17, 2019

        The Science of Setting Goals (And How It Affects Your Brain)

        The Science of Setting Goals (And How It Affects Your Brain)

        What happens in our heads when we set goals?

        Apparently a lot more than you’d think.

        Goal setting isn’t quite so simple as deciding on the things you’d like to accomplish and working towards them.

        According to the research of psychologists, neurologists, and other scientists, setting a goal invests ourselves into the target as if we’d already accomplished it. That is, by setting something as a goal, however small or large, however near or far in the future, a part of our brain believes that desired outcome is an essential part of who we are – setting up the conditions that drive us to work towards the goals to fulfill the brain’s self-image.

        Apparently, the brain cannot distinguish between things we want and things we have. Neurologically, then, our brains treat the failure to achieve our goal the same way as it treats the loss of a valued possession. And up until the moment, the goal is achieved, we have failed to achieve it, setting up a constant tension that the brain seeks to resolve.

        Advertising

        Ideally, this tension is resolved by driving us towards accomplishment. In many cases, though, the brain simply responds to the loss, causing us to feel fear, anxiety, even anguish, depending on the value of the as-yet-unattained goal.

        Love, Loss, Dopamine, and Our Dreams

        The brains functions are carried out by a stew of chemicals called neurotransmitters. You’ve probably heard of serotonin, which plays a key role in our emotional life – most of the effective anti-depressant medications on the market are serotonin reuptake inhibitors, meaning they regulate serotonin levels in the brain leading to more stable moods.

        Somewhat less well-known is another neurotransmitter, dopamine. Among other things, dopamine acts as a motivator, creating a sensation of pleasure when the brain is stimulated by achievement. Dopamine is also involved in maintaining attention – some forms of ADHD are linked to irregular responses to dopamine.[1]

        So dopamine plays a key role in keeping us focused on our goals and motivating us to attain them, rewarding our attention and achievement by elevating our mood. That is, we feel good when we work towards our goals.

        Dopamine is related to wanting – to desire. The attainment of the object of our desire releases dopamine into our brains and we feel good. Conversely, the frustration of our desires starves us of dopamine, causing anxiety and fear.

        Advertising

        One of the greatest desires is romantic love – the long-lasting, “till death do us part” kind. It’s no surprise, then, that romantic love is sustained, at least in part, through the constant flow of dopamine released in the presence – real or imagined – of our true love. Loss of romantic love cuts off that supply of dopamine, which is why it feels like you’re dying – your brain responds by triggering all sorts of anxiety-related responses.

        Herein lies obsession, as we go to ever-increasing lengths in search of that dopamine reward. Stalking specialists warn against any kind of contact with a stalker, positive or negative, because any response at all triggers that reward mechanism. If you let the phone ring 50 times and finally pick up on the 51st ring to tell your stalker off, your stalker gets his or her reward, and learns that all s/he has to do is wait for the phone to ring 51 times.

        Romantic love isn’t the only kind of desire that can create this kind of dopamine addiction, though – as Captain Ahab (from Moby Dick) knew well, any suitably important goal can become an obsession once the mind has established ownership.

        The Neurology of Ownership

        Ownership turns out to be about a lot more than just legal rights. When we own something, we invest a part of ourselves into it – it becomes an extension of ourselves.

        In a famous experiment at Cornell University, researchers gave students school logo coffee mugs, and then offered to trade them chocolate bars for the mugs. Very few were willing to make the trade, no matter how much they professed to like chocolate. Big deal, right? Maybe they just really liked those mugs![2]

        Advertising

        But when they reversed the experiment, handing out chocolate and then offering to trade mugs for the candy, they found that now, few students were all that interested in the mugs. Apparently the key thing about the mugs or the chocolate wasn’t whether students valued whatever they had in their possession, but simply that they had it in their possession.

        This phenomenon is called the “endowment effect”. In a nutshell, the endowment effect occurs when we take ownership of an object (or idea, or person); in becoming “ours” it becomes integrated with our sense of identity, making us reluctant to part with it (losing it is seen as a loss, which triggers that dopamine shut-off I discussed above).

        Interestingly, researchers have found that the endowment effect doesn’t require actual ownership or even possession to come into play. In fact, it’s enough to have a reasonable expectation of future possession for us to start thinking of something as a part of us – as jilted lovers, gambling losers, and 7-year olds denied a toy at the store have all experienced.

        The Upshot for Goal-Setters

        So what does all this mean for would-be achievers?

        On one hand, it’s a warning against setting unreasonable goals. The bigger the potential for positive growth a goal has, the more anxiety and stress your brain is going to create around it’s non-achievement.

        Advertising

        It also suggests that the common wisdom to limit your goals to a small number of reasonable, attainable objectives is good advice. The more goals you have, the more ends your brain thinks it “owns” and therefore the more grief and fear the absence of those ends is going to cause you.

        On a more positive note, the fact that the brain rewards our attentiveness by releasing dopamine means that our brain is working with us to direct us to achievement. Paying attention to your goals feels good, encouraging us to spend more time doing it. This may be why outcome visualization — a favorite technique of self-help gurus involving imagining yourself having completed your objectives — has such a poor track record in clinical studies. It effectively tricks our brain into rewarding us for achieving our goals even though we haven’t done it yet!

        But ultimately, our brain wants us to achieve our goals, so that it’s a sense of who we are that can be fulfilled. And that’s pretty good news!

        More About Goals Setting

        Featured photo credit: Alexa Williams via unsplash.com

        Reference

        Read Next