Archive for category Organizing
Police Your Area
Posted by enrique s in Organizing, Productivity, Rants, lifehack on January 19th, 2010
On my morning walks, I notice the same items of refuse strewn along the side of the road. There’s the Afrin bottle that some sinus sufferer discarded. Empty beer cans from some long-ago party. The occasional roadkill bird or squirrel. The stuff never seems to move. I wonder why the homeowners don’t clean up this junk; doesn’t it bother them that this junk has taken up residence outside of their residences? They have failed to “police the area.”
This got me thinking, between puffs on my cigar in the frigid morning air, about the other things that we should clean up in our lives but never get around to. I can’t help it, it’s just my OCD rearing its ugly head, forcing me to organize. At work, it could be that pile of reports on the edge of your desk. Like the Afrin bottle, they probably had some value at one point, but have outlived their usefulness. Or that elliptical trainer in your basement, the one that serves as a clothesline for your laundry. In this instance, policing the area might include posting this unused gym equipment on Craigslist.
Of course, you don’t have to limit this to physical things. How about unused gym memberships? Good intentions that went for naught. Or subscriptions to magazines that you don’t have any interest in reading. Anybody out there have a Netflix subscription? When was the last time you rented a movie? Police this area by canceling those memberships that are underutilized.
Then I thought about my relationships. My life-long friends, they’ll never be cast to the curb. But of my casual acquaintances, I’m sure that I could think of a few that aren’t doing it for me anymore, notably the Conspiracy Guy at work. Who needs the negative vibe that he gives off? It’s tougher to police this area, especially when feelings could get hurt. I’ll have to be delicate. Or sneaky.
So, unlike my neighbors who don’t clean up their front yards, I’m going to “police the area” of my life, starting with things, and moving on to relationships. I’m sure that all of this junk piling up is affecting my productivity. Time to run lean and mean.
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A Backup of a Backup
Posted by enrique s in Organizing, Self-Reliance on December 22nd, 2009

Photo by Mocodragon
Backup my hard drive? How do I put it in reverse? - unknown
One of my coworkers had a near-meltdown last week when her computer wouldn’t recognize her thumbdrive. The thumbdrive contained all of her important files, and was her only copy. Now, I could have been a smartass and said, “What’s the problem? Just use your backup”, but my coworker is a nice person who’s helped me in the past, and I was in a good mood. We were eventually able to copy the files from the thumbdrive to a network drive, so the disaster was averted.
Learning the hard way
I was in a similar situation several years ago, but my files were not recoverable. I did have some backups of the files that were lost, but they weren’t the latest versions, so I had to partially reinvent the wheel, so to speak. The one thing that you can count on about electronic devices is that they will all eventually fail (Isn’t there a Murphy’s Law about this?). I’ve talked about my penchant for being prepared in previous posts (here, here, and here), and I learned my lesson the hard way for not covering all the bases when it came to my computer files.
Redundancy is key
If backing up your electronic files can be considered Plan A, then Plan B is to always have a second backup copy. Think of it as the belt-and-suspenders theory in practice. I always carry two thumbdrives, and I even copy the contents of these portable drives to my computer’s hard drive. On top of that, every week I make two backup copies of the files in the “My Documents” folder of my computer, so I’m pretty much covered in case both of my thumbdrives and my computer’s hard drive crash. You can’t be too careful.
Tools of the redundant
My two thumbdrives are both PQI Intelligent Sticks:
They both hold 4 gigs of data, and I barely use a quarter of the available storage space. There very tiny, about one inch long when closed, a half inch wide and 3/16 of an inch thick. I barely notice them in my pocket. These are my daily portable backups. They are very reliable, but I take no chances. The wear and tear from pocket carry compels me to replace them with newer versions each year. Fool me once…
For my weekly backups, I use two Western Digital My Passport external hard drives:
These are powered by the USB connection on my computer, and don’t require a separate power supply. This makes them a good option for laptops, too. I have a both 60GB and 80GB versions, which are both a couple of years old. I don’t replace these as often as the thumbdrives, since they don’t take the same daily beating. When it is time to replace them, I won’t buy the latest version. I’ll opt for something less than cutting edge, and save a few bucks. The cheapest that I could find was $64.99 for a 250GB version.
Automating the backup
I don’t have an automated backup, but instead do it manually each week. I’ll leave it to an expert to explain automation. Gina Trapani of the website Lifehacker put together this excellent guide to automatically backing up your hard drive.
Other backup options
Of course, my setup is “old school”, and there are many alternatives if you would rather opt for online storage. One is Carbonite, which is a set-it-and-forget-it offsite backup over the internet. Carbonite finds your files, and copies them to their secure servers. Other options include Amazon S3, Mozy, and Dropbox. I can’t vouch for any of them, since I’ve never used online backup. But the website Lifehacker also has a post which details the best online backup tools. Check it out here.
Whatever option that you choose for data backup, make sure you have another backup somewhere. Remember, belt AND suspenders.
For a humorous look at the subject, check out The Tao of Backup.
Share your disaster stories in the comments, so that we can all learn from them. What option have you chosen for data backups?
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Keep it Simple, Stupid
Posted by enrique s in Career, Organizing, Productivity, Rants on December 21st, 2009

Photo by ThrasherDave
Simplicity is an acquired taste. Mankind, left free, instinctively complicates life. - Katharine Fullerton Gerould
One of my coworkers was seeking authorization to spend funds in advance of the receipt of a contract. In other words, he wanted the company to foot the bill for some long-lead-time material so that he could make his deliveries to his customer on time. The contract award was bogged down on the negotiation of terms and conditions, and the customer had instituted a faster-than-normal delivery schedule. Not wanting to disappoint the customer, my coworker took the proactive step of securing the funds. But that’s not the point I’m writing about.

Photo by Matt Ryall
The art of simplicity is a puzzle of complexity. - Douglas Horton
See, he had to fill out an authorization form. It included cost projections, an estimated date of when we would receive the contract from our customer, and a termination liability profile. It also included a box that needed to be filled in called “Maximum Potential for Future Income”. There were convoluted instructions for filling in the box that would have made Rube Goldberg’s head spin, including a confusing formula. We stood around staring at it like a bunch of chimpanzees contemplating a shiny object. After running the numbers, and making a few phone calls, it became apparent that what they were looking for was a projection of net income. Why they didn’t just label the box “Net Income” is beyond me.

Photo by miss_rogue
Progress is man’s ability to complicate simplicity. - Thor Heyerdahl
Unfortunately, this is but one example of over-complication that I’ve run into at work. I’ve had to read and re-read procedures to get to the basic points that they contain. On more than one occasion, we’ve found situations that were not addressed in these wordy procedures. The writer of the procedure would have been better served by explaining the standards in plain language, rather than talking like a Philadelphia lawyer. My car lease has less words in the fine print!

Photo by caesararum
Simplicity is prerequisite for reliability. - Edsger Dijkstra
So, I beseech you. Keep it simple. What you gain by forgoing the flowery dialogue will help speed things up significantly. In the example that I used, no less than 6 people were involved in figuring out what “”Maximum Potential for Future Income” meant. Everyone at work already knows how smart you are. Save your fellow chimps some time by cutting to the chase and keeping it simple.
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Corporate Barbarian Links: Backbreaking Work Edition
Posted by enrique s in Career, Frugality, Links, Money, Organizing, lifehack, passive income on July 25th, 2009
There’s nothing like a little hard physical labor to make me appreciate my desk job. I spent much of last weekend resetting the concrete pavers around my pool. Let’s just say that my back ain’t what it used to be. It gives me a new appreciation for what bricklayers put up with on a daily basis.
Here are the best posts that I read this past week:
Beks at Blogging Away Debt shamelessly saved money on her vacation. I wish that was the case for me. The Bahamas was expensive.
Jim at Bargaineering explains what tax lots are. He dispels conventional wisdom with one of his tips.
Lazy Man and Money talks about how the city of Oakland wants to tax medical marijuana. They must be getting desperate in California for tax revenue.
Matt from Debt Free Adventure has a guest post at My Two Dollars that outlines the benefits of frugal living. One of the benefits is increased joy.
Free Money Finance has a series about the jobs that he’s held. His latest entry deals with working for a maniac. I can sympathize.
The Weakonomist at Weakonomics discusses why expensive beer is selling more than cheap beer. I’ve always stuck to my Samuel Adams Lager.
Trent at The Simple Dollar offers ten unusual ways to improve your appearance of confidence. Check out the eye color trick.
J.D. at Get Rich Slowly offers a free affairs organizer that was created by one of his readers, Erik. Check it out.
Blunt Money talks about creating a time budget. I used to neglect planning my time, too.
Jeff at the Stretchy Dollar has a guest post at Consumerism Commentary that cautions us to safeguard our income. I’m also interested in building multiple income streams.
That’s all for today. Tune in tomorrow for the premiere of Sun-Tzu Sunday!
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Barbaric Links: Thanks Mom! Edition
Posted by enrique s in Blogging, Links, Organizing, lifehack on May 9th, 2009
Happy Mothers’ Day! Though some people call it a Hallmark holiday, I know my wife is excited, because today she doesn’t have to cook. Now for some great links from the past week:
- Trent at The Simple Dollar is offering his eBook Everything You Ever Really Needed to Know About Personal Finance on Just One Page for free;
- FiveCentNickel celebrates 4 years of providing great financial advice;
- PaidTwice states that we don’t believe in debt;
- Brett at The Art of Manliness shows us how to make the perfect martini;
- Jim at Bargaineering gives us 5 reasons to go paperless (you can use my foolproof file naming system to keep organized);
- Ali at Dumb Little Man offers 10 ways to stay on top of your work (she advocates a to-do list; so do I);
- Jonathan at Awake at the Wheel talks about the pros and cons of “modeling” yourself after successful people;
- Chasing the Bull has joined Twitter;
- Curmudgeon guest posted at Brip Blap that age is a state of mind;
- Flexo at Consumerism Commentary discusses the unownership society;
- Patrick at Cash Money Life equates alternative income with insurance;
- Ian’s Messy Desk tells us to take time to sharpen our tools.
Have a great day!
Follow me on Twitter: CorpBarbarian
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Posted by enrique s in Money, Organizing on February 23rd, 2009
It happens to all of us: we’re asked for an electronic copy of a file that we created, and suddenly the panic sets in! In order to avoid that sinking feeling in the pit of your stomach, it pays to implement a file-naming system. Coupling it with a search feature like Windows Desktop Search, you’ll be able to retrieve that file easily. Read the rest of this entry »
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Productivity Tip: Three Things to Do Before You Leave the Office
Posted by enrique s in Organizing, Productivity on February 20th, 2009
I’ve gotten into a good routine over the past several years: I do three things before I leave the office for home. What are these magical tips? Whatever you want them to be.
There’s no magic here, just some end-of-the-day maintenance. You don’t have to accomplish anything difficult or elaborate. The things that I usually focus on are simple tasks that take little time, and don’t keep me from getting out the door: Read the rest of this entry »
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Forget the Resolutions - Let’s Get Cracking!
Posted by enrique s in Organizing, Productivity on February 20th, 2009
Now that all of our New Year’s Resolutions have been broken, it’s time to get our acts together. Don’t bother with mourning some half-hearted New Years Resolutions - we’re going to streamline our systems to make this the best work year ever. Here’s a framework that’s worked for me: Read the rest of this entry »
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Outlook How-to: Using Folders to Sort Messages
Posted by enrique s in Organizing, Productivity on February 20th, 2009
Conquering an overflowing Outlook inbox can be a daunting challenge. Before you throw in the towel, here’s a tip that can help get your messages organized into folders. Read the rest of this entry »
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