We all know that feeling, when your computer runs slow or is out of space. Life seems so much harder to deal with and work takes twice as long as it should. It is a good idea to schedule a regular IT clean up in your diary - monthly or at least quarterly. This way you keep control of your files and documents, make sure you do back-ups and download important updates. Below is a list of those tasks to inlcude in your IT Clean up. this can apply to your Laptop, Computer or Phone.
On a monthly basis:
Sort out your desktop - we all know its easy to just save things here
Put your files into folders - if you have not created them, do this now!
Do a back up of your entire device - keep a second back up as well and in the cloud if you can.
Download and install importatnt updates on your devices if you have not already done so
Clean out your waste bin and review files to make sure you need to keep them all
On a quartely basis:
Go thorugh your photos, can you delete any? The same with music, videos and any other media files.
Check your hardrive for errors and look at what is taking up most space
Sort through your folders - do they still make sense?
Review files to make sure you need to keep them all
Run your anti-virus software to check all is ok (if you have this)
Next I will expand on the Monthly and Quarterly tasks to go into a bit more depth on how to do this and why its important.
Monthly tasks:
Just like having a clear and tidy physical working area will help you be more productive, having a clear and tidy computer will also help you to function better. Tidying up on a regular basis will keep the space under control and make it less onerous for you. The same applies to your computer or other device.
I am guilty of just saving items to my desktop if I want to find them quickly, however, I do regularly go through these and move them into folders. This way, I only have current files and shortcuts showing hear to keep it clear. Get rid of those screenshots if no longer needed, delete copies of files saved elsewhere and check you still need that shortcut available.
Place your files iinto their appropriate folders - I will go into more depth on how to decided what folders are needed in a future article. This way you can find that file if you need it quickly.
Back up your device regularly in case you drop it, get it wet or it stops working. I back up to two external devices in case one fails and also to the cloud. This may seem excessive, but I have been in a situation where my backup drive has failed and I have not used a cloud service, then my laptop has failed and I lost everything!
Always download the updates for your devices when they come out. Many of them improve your functionality and will have security features.
Keep your waste bin clear - just like you do in your house. A regular emptying removes a lot of space on your drives.
Quarterly tasks:
Just like you have a regular clear out in your house, you also do a deeper clean a few times a year. The same with your devices. A quarterly deep clean should be scheduled to do those longer tasks.
One of my jobs involves taking lots of photos of things. I am guilty of not deleting them when no longer needed. I schedule some downtime to do this so that I only keep one or two example of any work I have done for future reference. The same goes with music - do you still listen to it? Delete any films or TV programes you have downloaded and watched. This way you free up loads of space for more.
A more technical check is to take a look at your hard-drive and do a disk-scan for errors. I will be creating a resource on how to do this. You can also see what types of files are taking up most space and concentrate on this on your clean-up.
Take a look at your folder setup, does this still make sense for you, are you trying to save too may different files under to one inappropriate heading? If you don’t already have folders set up this is somethinig YOU MUST DO. Just having everything in one place is like having all your clothes in on box. You will never find anyting.
Do you still need to keep all your files. Have you updated them and saved them with a new name? Do you have mulitple copies? just like physical documents, you don’t need always to keep old ones for ever.
Another technical one - run your anti-virus checked, and make sure you have no-infections. If you don’t have such software - take a look at some sites to find one that will work for you.
This stuff can be boring, but trust me, it will make your life much easier, make finding things quicker and less frustrating and also elongate the life of your device. Make time for it and make sure you schedule it into your calendar. Do it whilst you are watching TV if you need to!