We clean, organize and update décor in our homes with a major season change. But what about our computers?

Be honest here…could your emails use a bit of thinning-out? How easy is it to find files on your computer? Do you have all your passwords recorded in a secret place? When was the last time you did a full scan of your computer, or defragged your files? Could your keyboard use a bit of dusting? And here’s the biggie – do you back up your files, or are you planning to get to that tomorrow-ish?

I don’t mean to arouse panic, but rather inspire you to set aside one day as “geek cleaning day” to really get your computer in order.

{As full disclosure here…I am a PC who secretly wishes she were a Mac. I’m currently stuck with an aging desktop PC because my laptop died (yes, I had backed up my files). But as they say, you “love the one you’re with” right?}

That said…here are some tips I (try) to do once per year to show my computer some love in hopes it will continue to love me back.

Finding Files

Start by creating a logical structure that works for you. Create a different folder for each main category (by project, room, client, whatever you need) and establish a consistent naming sequence for files. For example, “bath_200908001” could tell you that it’s a photo of a bathroom, taken on August 1, 2009. The trick is to be consistent.

Here’s an easy way to figure it out what your categories should be…get a large sheet of paper and write down the first few categories that come to mind, spaced out on the paper. Circle them. Now, around each circle, write the first sub-categories you think of. Circle those and connect them to the big circle with a line. Keep doing that until you see a logical pattern. This should mirror how you would instinctively search for a file.

Do you blog? For me, I find it easiest to create a folder for each post, and store the images and the Word document for the post together. Really helps if I’m actively working on more than one post at a time!

If you don’t mind spending a little money, you could purchase software such as Paperport 11 to help you organize and categorize files on your computer. If memory is limited, consider subscribing to an online media management service for a monthly fee.

Finding Websites

When was the last time you updated your favorites (or bookmarks) on your browser? Think about how much time you'll save down the road if you would just set 15 minutes aside to better organize them.

Communication

OK, now let’s tackle email! This is a tough one. If you have folders you can store emails in, chances are they’re overloaded.

Because I have multiple email accounts, I use gmail as a central place to receive all my emails. This can get a little confusing sometimes, but at least I only have to look in one place. Gmail uses “tags” rather than folders. I’m not overly impressed by that approach, but I do like their spam filtering.

No short cuts here…clean out what you don’t need, use folders or tags strategically, then create a personal policy to declutter your email daily or weekly – whatever you think you can commit to.

Now, do as I say, not as I do (I’m working on it!).

Security

This is a tricky one. You’re encouraged to use complicated passwords, but not to write them down or share them with anyone. Huh? That’s fine if my mental hard-drive never suffers time-outs or temporary shut-downs.

Rather than sticking post-its on your computer or keeping your cheat sheet in your wallet or desk drawer, consider an online tool to securely store your login information. Of course, you’ll have to remember that password. But you can handle one, right? Here are three that I’ve heard are pretty good: roboform.com, passwordsafe.com, and keywallet.com.

Performance

There is and obvious cause and effect relationship in the care of our bodies. If we don’t exercise, eat junk food, don’t get proper sleep, or indulge in excess, we feel pretty bad. We’re slower, crankier, and so on. Same goes for your computer. Although my Mac friends swear they don’t need to worry as much about this (sigh).

Protect: Be sure to protect your computer from bad things by performing scheduled scans. I use Norton 360 and it seems to be working fine (no news is good news, right)?

Purge: You can also help your computer hum along better by deleting temporary files automatically whenever you close your browser.

Speed: You can also help your computer perform better by periodically “defragmenting” your files…making sure files are efficiently stored on your system. Be sure to do this AFTER you’ve organized all your file folders.

Back Up: Even the best-cared-for computer can crash. There are several good online
back up storage services available. Personally, I like Carbonite, because it’s simple and there is no limit on size (great for those with lots of images and videos).

Cleanliness

How long has that granola bar crumb been stuck between the “R” and “T” keys? Have a dust issue? A little compressed gas duster can do the job here. Keep your monitor clean, dust where needed. Not only will your computer work better, it will LOOK a lot better.

Realistically, Geek Spring Cleaning will probably take you an entire day. But here are the rewards:

• Save time – your computer will run faster, and you’ll be able to find things quicker.
• Communicate better – you won’t miss important emails in the clutter.
• Sleep better - knowing your files are backed up and your passwords are securely stored.

Sweet dreams!