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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.

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    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.

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      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.

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        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?

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        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.

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        Last Updated on June 26, 2020

        How to Stay Motivated and Reach Your Big Goals in Life

        How to Stay Motivated and Reach Your Big Goals in Life

        It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

        So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to be motivated and get what you want:

        1. Find Your Good Reasons

        Anything you do, no matter how simple, has a number of good reasons behind it.

        You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

        If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

        Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

        Some ideas for what a good reason can be:

        • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
        • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
        • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
        • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

        Here’re 9 Types of Motivation That Make It Possible to Reach Your Dreams.

        2. Make It Fun

        When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

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        Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

        Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

        They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

        Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

        A simple approach is to start working on any task by asking yourself a few questions:

        • How can I enjoy this task?
        • What can I do to make this task fun for myself and possibly for others?
        • How can I make this work the best part of my day?

        As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

        Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

        However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

        3. Change Your Approach And Don’t Give Up

        When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

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        You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

        That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

        If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

        Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

        My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

        4. Recognize Your Progress

        Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

        We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

        Here’s how tracking and recognizing your progress is different:

        Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

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        For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

        You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

        Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

        For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

        5. Reward Yourself

        This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

        Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

        Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

        For some tasks, just taking a break and relaxing for a few minutes will do.

        For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

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        For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

        Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

        The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

        Mix and Match for the Best Effect!

        Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

        Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right away. Mix different approaches and match them to your task for the best results.

        Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

        Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

        More Tips to Boost Your Motivation

        Featured photo credit: Lucas Lenzi via unsplash.com

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