Redefine Organization As Search

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One of my goals during the winter break is to revamp my organizational system. This past year, I’ve tried implementing Getting Things Done and had moderate success. My biggest problem was that I had way too many inboxes and complicated file systems that I spent more time trying to figure out where I put stuff and maintaining my system than I did getting things done.

Thankfully, Leo Babauta from Zen Habits produced a stellar eBook called Zen to Done that gave me some great ideas on how to simplify my organizational system.

While not in his book, one thing that I’m doing to simplify is stopping my filing system on the computer. On my computer, I would create these complicated nested mess of folders for each area of my life. I wasted a lot of time trying to figure out where they should go and I always seemed to forget where I put the file when I needed to bring it up.

My Gmail account was the same as well. I had separate folders for different kinds of email and the email automatically filtered to their respective folder. I started to notice that with this system, I would miss emails. Plus it was annoying to have to click through each folder to check my mail. I hate useless clicks.

The solution:Quit filing and start searching

I’ve stopped filing completely on my computer. Instead, I leverage Google’s search capability for my computer organizational needs.

Organizing your computer. I’ve installed Google Desktop on my computer. This amazing app makes searching your computer as easy as searching the web. It does a full text search of all your documents, music, and videos and brings you the most relevant searches. It will also bring you emails and webpages that are relevant to your search.

Organizing Gmail. I’ve gotten rid of the different folders on Gmail. I now just use the main inbox. It makes going through my email much more easier than having to check four different folders. When ever I want to save an email, I just Archive it. When I need it again, I just use Gmail’s search function and type in a few words that I remember the email being about. Simple.

Organizing paper documents.Unfortunately, Google has not entered the realm of organizing paper documents, so I’m using a simple file box. I’ve thought about digitizing my paper documents so I can take advantage of Google Desktop’s search feature. However, because the scanner I have is old, digitizing would be a chore. Mark Shead of Productivity 501 has a great write up on how to go paperless.

How do you all organize your computer? Do you have any ideas to make digital organization more efficient? Drop a line in the comment box.

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6 Comments

1. Mark - Productivity501 on 19.12.2007 at 11:52 (Reply)

   I’ve have been going folderless for email for about 4 years now and it works great. At first I felt like I was doing something wrong by not keeping my inbox clean, but it is so much more efficient. If I need a folder for something (unpaid bill notifications, etc) I create a search and save it as a folder.

   1. Brett McKay on 19.12.2007 at 14:25 (Reply)

      I agree with 100% Mark. Folderless email is way more efficient. Thanks for stopping by and commenting. I’m a big fan of your site!

2. Shimon on 21.12.2007 at 23:26 (Reply)

   I would like to offer a better approach to ‘Organizing paper documents’.

   I had the same problem in the past and instead complaining I have developed (with my team) a new application called 42Tags which bring the ability to organize paper documents very efficients and easily by using tags instead of folders.

   instead of reading, see the video http://www.42tags.com/video.htm

3. Robb Shecter on 29.12.2007 at 23:48 (Reply)

   Great post. Macs, though, come with Spotlight built in that does everything the Google Desktop does for PCs. It’s how I’ve been working: Press the Apple+spacebar, and type “civpro” to see my civ pro outline, class notes, etc.

   1. Brett McKay on 10.01.2008 at 13:45 (Reply)

      Thanks for stopping by and commenting Robb. Man do I want a Mac, and that’s just one more reason to want one. Alas, I don’t have the money right now. If you know anybody who’s looking to get a slightly used macbook off their hands for a decent price, let me know.

4. Jonathan on 27.06.2008 at 21:22 (Reply)

   I don’t know if I am an efficient digital organizer but I am obsessive about keeping my files ogranized on my PC. So much so that I have acually lost sleep over applications that “spread” out over my computer without permission. (okay, not quite losing sleep, but defnitely lost time!).

   I have to confess that I have digital “junk drawer” on my desktop where I put files that I am not sure I want to keep badly enough to sort appropriately, but can’t bring myself to delete.

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