March 2022 – Intelligent-Ware.com the Blog

Organizing Your Office Desktop to Improve Productivity – The 7 Tips

March 21, 2022

8:57 am

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Increasing productivity in your business doesn’t just entail optimizing your equipment and sharpening your attention. Decluttering your computer desktop is also essential.

A clutter-free office is paramount to improving your productivity. Piles of stationery on your desk can cause you to waste a lot of time searching for a critical document. As a result, you’re less likely to meet deadlines.

Clutter can affect you in various indirect ways, too.

It can dramatically reduce your cognitive abilities, impairing your decision-making and relationships with your team members. In addition, it can have an adverse effect on your anxiety, focus, sleep, and eating choices. All of these can reduce your workplace performance.

However, this clutter problem doesn’t just affect your desk or office.

Your computer desktop can also be cluttered. Disorganized folders and a lackluster display impact your productivity as much as physical clutter. To avoid this scenario, you need to declutter your computer as well.

This article will share seven tips on decluttering your computer desktop.

THE 7 TIPS

TIP #1 – DEVELOP A FOLDER SYSTEM WITH FILE NAMING CONVENTIONS

The most important thing you should do to prevent clutter on your computer is set up an intuitive folder system. You can use several categories, such as file type or name, depending on what suits your research or work best.

Regardless of your approach, be sure to choose well-established naming conventions that let you quickly navigate through your documents. The system should also be easy to use for many years to come, so consider your plans when creating it.

You can place these folders in your file share tools (e.g., Google Drive and Dropbox), hard drive, or desktop if you back them up regularly.

With a fully functional structure, you can bypass your desktop by simply downloading new documents to designated folders. Afterward, you can rapidly locate them with the search command on your computer. Type in the name of your folder, and you’ll reach the desired file within seconds.

TIP #2 – MAKE YOUR DESKTOP ATTRACTIVE TO YOU

Besides making your computer desktop fully functional, you should also enhance its appeal. So, select a meaningful or beautiful background. It needs to be enjoyable to look at, motivating you to keep your computer tidy.

To take the aesthetics to the next level, set gridded or lined images as the background to organize files that end up there more easily.

Another great idea is to use a motivational background. Images with powerful messages encourage you to work harder and remain focused. This type of coaching also enables you to organize your desktop and stay on top of clutter.

TIP #3 – CONSIDER SECTIONED DESKTOP WALLPAPER

Sectioned desktop wallpapers are a great way to enhance your desktop organization further. For instance, you can include a section for your vacation or pets.

There are millions of wallpapers online that can help you declutter your desktop. They complement folder naming conventions to improve your workflow.

TIP #4 – CONSOLIDATE YOUR MOST USED APPS/SOFTWARE

Having quick access to your most used programs or software is a must. It allows you to start working immediately without wasting time searching for apps.

To consolidate efficiently, you should first determine which software matters most to you. Your portfolio may comprise two or three apps you use daily or an entire suite of programs that provide the necessary functionality.

Once you’ve assembled your list, you may be able to merge multiple programs with a comprehensive solution. It puts them in one place to streamline your productivity.

The taskbar is an effective alternative, as program icons are often responsible for the bulk of your clutter. Keeping the essential icons in the taskbar makes them quickly accessible since you won’t need to browse.

TIP #5 – DELETE OR RELOCATE UNUSED FILES

After categorizing vital apps, you also need to address unused programs. Here’s a tip: if you can’t recall when you last used certain software, uninstall it. Do the same if you don’t think you’ll need a particular application for an upcoming project.

Since this may be a hard decision, you may want to create a folder for these rarely used apps and files instead. Tuck them away until you figure out if you wish to proceed with the deletion.

For this wait-and-see approach, you can make use of several folders, such as “miscellaneous” or “to be archived.” In doing so, you won’t accidentally uninstall or remove a crucial program.

Now, if you take this approach, make sure to check the folders regularly. Determine which files and apps are no longer needed in your business and delete them to avoid clutter.

To avoid falling behind with your cleaning, set a reminder on your calendar. It can be a monthly or weekly event, depending on your workload.

TIP #6 – CATEGORIZE NEW CONTENT

Dumping new files and programs onto your desktop may be tempting if you’re in a hurry. However, this method is ill-advised because it inhibits your organization.

Try to allocate a few minutes to organize all new apps and files appropriately, according to your naming conventions. A quick way to do so is to use automatic file sorting by date or alphabetically. It doesn’t take long, yet it can significantly reduce clutter on your computer.

TIP #7 – EMPLOY FENCES

Digital fences group files in specific regions of your desktop to make them more visually accessible. This method works much better than burying all your files in one or two folders. Plus, many people consider it more user-friendly than gridded backgrounds.

For example, the Stacks feature automatically categorizes content by type or any other specific feature. It’s available for free on Macs with Mojave.

Likewise, PCs have a similar feature called Fences. It enables you to designate and move fences around the desktop for improved maneuverability. The only downside to this is that it’s not free.

DON’T LET CLUTTER GET OUT OF HAND

Decluttering your computer desktop is one of the best ways to advance your productivity.

Once you’ve organized it appropriately, you’ll be able to find the necessary files and programs effortlessly. You’ll then feel rejuvenated, and your mood may improve dramatically, allowing you to overcome mental obstacles during your workday.

It might take some time to optimize your desktop, but it’ll be well worth it.

You can also assign this job to your IT provider. However, they may not understand your needs and that of your business correctly, and their services might be insufficient.

In that case, let’s have a 10-15-minute chat and see if we can resolve your problem. Give us a call and we’ll do all we can to help you increase office productivity in your business.

Article used with permission from The Technology Press.

It’s No Internet Explorer! 7 Features of Microsoft Edge That Make the App a Productivity Powerhouse

by Dale

March 14, 2022

10:01 am

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Productivity, Technology

Browser, Chrome, Computer, download, Edge, Mobile Phones, Windows 10

Many business owners shy away from Microsoft Edge, thinking it’ll slow down their operations. However, the browser has been massively upgraded and can help boost productivity.

Microsoft has made great strides since the introduction of Internet Explorer. The company now offers Microsoft Edge, a refined version that arguably provides the best web experience for business users.

Unlike the old Internet Explorer, this browser now relies on Google’s Chromium engine to provide faster loading, better compatibility, and enhanced support. Plus, Microsoft releases regular updates to tweak various features of the browser.

With Microsoft Edge, you can now surf the internet more privately, optimize performance, enable cross-device support, and enjoy many other neat functions.

Best of all, these features have been introduced conveniently. They don’t clutter the interface and are easy to find. They’re also user-friendly, which means your team won’t have to rely on your IT service provider for help with simple tasks involving the browser.

Overall, Microsoft Edge has come a long way since its release and boasts several features you can use to boost productivity. This article will list the seven main ones.

THE FEATURES

FEATURE #1 WIRELESS SHARING

One of the most attractive features of Edge is Share. It allows you to transfer browser content to nearby devices without leaving the website you’re viewing.

The Share feature is simple and clean. It works like social-sharing buttons but contains more customization options and controls.

Wi-Fi sharing might be the most practical option, but you can also choose between other services, such as OneNote and Mail.

FEATURE #2 MULTIPLE PROFILES

Microsoft Edge provides another convenient feature – setting up multiple profiles.

This well-designed function lets you share your browser with other team members without disclosing your preferences or information. Such a feature makes the browser a practical tool for separating your work and personal stuff.

To make this work, you won’t even have to ask your IT service provider to do the task.

When adding a new profile to Edge, you do it by simply linking to a different Microsoft account. This newly-linked account has a unique history, favorites, and other relevant settings compared to other profiles on the same browser.

There’s also the option to switch between connected profiles automatically. To do that, the browser will prompt you to use the correct profile when launching a page.

Users save time and increase productivity as a result.

FEATURE #3 WEBSITE PINNING

Most browsers have the Pin feature to help users access their favorite websites quickly. They need only to launch the program to load the pages automatically.

However, this function can be problematic.

If you close the window with pinned sites before closing the remaining windows, the pinned sites are lost. This can be a massive problem for your workers, especially when working on a critical project. Their productivity suffers since they often need to re-pin sites.

Microsoft Edge solves this issue with the Pin to Taskbar option.

As the name suggests, it lets you pin sites to your computer’s taskbar. Once you open the desired page, click this feature in the ‘More’ menu. So the next time you need to access the website, clicking the icon on the taskbar should do the trick.

FEATURE #4 PRIVACY CONTROL

Tracking Prevention is a Microsoft Edge feature that helps prevent social media, advertisers, and other trackers from tracking your online activity. It can protect your privacy and make your browsing less personalized, which is essential for any professional environment.

This feature consists of three privacy levels:

Basic – This level permits most trackers. Therefore, ads and content are personalized based on your team’s activity, but known harmful trackers are blocked.
Balanced – The second level blocks trackers from unopened websites, leading to fewer ads and less personalization. Like the first level, this one also blocks known trackers.
Strict – The final level promises the most privacy. There will be minimal personalization, with some parts of websites disabled to fend off threatening trackers.

FEATURE #5 READING LIST

Your team often marks articles for later revisiting but end up cluttering their bookmarks. Fortunately, Microsoft Edge has a powerful feature to overcome this obstacle:

The Reading List.

This feature allows you to save articles and synchronize the saved list with other devices. More importantly, it doesn’t mess up the Favourites or Bookmarks tab, allowing your team to get back to them in no time.

If they come across an interesting webpage, they need only strike the Star symbol in the address bar, choose the Reading List and press Add.

There’s also a convenient Reading Mode that helps remove any clutter to further improve workplace efficiency.

FEATURE #6 TAB PREVIEW

You and your team probably perform a lot of research daily. This means you often need to use a bunch of tabs, and the number can quickly get overwhelming. As a result, you get lost in all the clutter, hindering your progress.

Microsoft Edge lets you avoid this scenario through the Tab Preview feature. It shows a preview of any open tab through a panel located at the top of your screen.

Launched after the Creators Update, it can be activated by clicking the chevron icon. Once you locate your tab, tap on your chevron icon to make the panel disappear.

You’ll hardly find a simpler yet more effective tool.

FEATURE #7 MUTE TABS

You may enjoy listening to music to improve your focus. But as you’re invested in your work, a newly opened tab can start playing a high-pitched dialogue, breaking your concentration.

Luckily, you can get back on track by enabling the Mute Tabs feature on Microsoft Edge.

Just find and right-click the annoying tab to reveal the function. Activating it allows you to work without noisy distractions and maintain high productivity.

STICK TO MICROSOFT EDGE, AND YOU WON’T LOOK BACK

One of your primary duties as a business owner is to ensure productivity across the entire team. If your employees underperform, customer satisfaction may plummet, and the competition may grab your clients.

We’ve listed seven key Microsoft Edge features to help you boost productivity, but this browser has a lot more to offer.

And there’s no need to think you’ll face the same issue as Internet Explorer users. This program is a massive upgrade designed to streamline your experience and help your team conduct their duties more efficiently.

If you’re looking for more tips to take your productivity to the next level, give us a call today. We can arrange a 15-minute obligation-free chat to determine how to improve your business.

Article used with permission from The Technology Press.

Picture of a Typewritter with paper with the words Update

Is Updating From Windows 10 to 11 Worth It? Here Are the New Features in the OS (And Some Missing Ones)

by Dale

March 7, 2022

11:24 am

Comments Off on Is Updating From Windows 10 to 11 Worth It? Here Are the New Features in the OS (And Some Missing Ones)

Productivity, Technology

Computer, Upgrade, Windows 10, Windows 11

Getting used to Windows 11 shouldn’t be too challenging. On the contrary, the OS comes with several intuitive features to enhance productivity.

Microsoft recently introduced Windows 11 as the company’s latest operating system. And compared to Windows 10, this OS has various features that can increase your productivity and provide a better user experience.

As soon as you start using Windows 11, you’ll see a marked improvement over its predecessors.

For example, it has refined several household features, such as video conferencing and video management. You also get enhanced note-taking, data input, and a user-friendly interface that should help you complete your duties more efficiently.

Many other features can help boost your productivity, and this article will talk about them in detail. We’ll also look at some features Microsoft didn’t include in the new version.

WINDOWS 11 – WHAT’S NEW?

FEATURE #1. NEW TASKBAR

Previous Windows versions feature an iconic taskbar, but it can sometimes get clunky. Windows 11 deals with the cruft and provides a streamlined solution.

The new taskbar is perfect for expediting work, as it can contain a list of recent cloud and local files. You can also pin various apps to improve access and utilize a search bar that allows for convenient web browsing.

Another highlight of the taskbar is clean lines and widgets that display essential information (e.g., weather, photos, and news).

This should be a tremendous upgrade from the busy display of Windows 10.

FEATURE #2. WINDOWS GROUPING AND SNAPPING

The enhanced Snap Group and Snap Layout features allow you to resize and manage windows more easily. You also get to keep essential apps grouped to maintain high productivity.

Using the feature is relatively straightforward: Just hover the mouse over the maximize button on the desired app to reveal your layout options. You can choose between several arrangements, such as four-app grids and side-by-side layouts.

And if your team needs to perform basic window management, they can still grab and pull windows to the edge of their screen.

This feature improves desktop organization, which is especially useful for people working with two or more monitors. They can reduce clutter rapidly, enabling them to focus on their tasks.

FEATURE #3. IMPROVED ACCESSIBILITY OPTIONS

Windows 11 follows in the footsteps of many smartphones to simplify setting changes and make them easily accessible. Pulling up your control panel now only requires one tap or click in the taskbar coroner, replicating Apple’s Control Centre.

Furthermore, Windows 11 apps feature aesthetic, curved corners, and your Settings incorporate more options you can tweak. For instance, blind or vision impaired users can take advantage of cutting-edge audio cues. There are also desktop themes to help reduce eye strain, which is essential if you work long hours.

On top of that, the new operating system has revamped voice typing. You can activate this with a simple keyboard shortcut. This feature supports most major languages, including English, German, Italian, French, Spanish, Simplified Chinese, and Portuguese.

Windows 11’s better accessibility means your team will no longer have to keep relying on your IT service provider to set things up for them.

FEATURE #4. BETTER APP STORE

Many apps can enhance workplace productivity, but you’ll first need to find them on your PC’s app store. Fortunately, Windows 11 came up with an organized and coherent platform to make the search easier.

Besides universal apps, you can check out the applications compatible with your devices. The platform can also handle programs from third-party stores and manage app installation on the internet.

FEATURE #5. SMOOTH NOTETAKING

If you’re using a touchscreen device, taking notes in Windows 11 should now be highly satisfying. This feature offers haptic feedback to generate physical sensations when drawing lines on the screen or checking boxes with your pen.

Moreover, the Ink Workspace allows you to add preferred apps instead of using the standard snipping tool and Whiteboard. It gives you easy access to creativity tools the moment you pull out your pen.

WHICH FEATURES WERE LEFT BEHIND?

Overall, Windows 11 should work great for your business. But bear in mind that Microsoft left out some features that were a staple in previous versions:

EXCLUDED FEATURE #1. TASKBAR CUSTOMISATION

Windows 10 users can move their taskbar from the horizontal position to the left, right, or upper part of their screen. In contrast, the Windows 11 taskbar is fixed at the bottom of the display, and you can’t customize the dimensions.

The taskbar customization feature would have been helpful because it would let you use space more efficiently.

Another significant change is that you can no longer move the Time and Date on your taskbar. Windows 10 didn’t have this problem since you could toggle off the Clock feature in your Settings.

The default taskbar layout might be fine, but some users prefer higher customizability than what Windows 11 offers.

EXCLUDED FEATURE #2. DRAG-AND-DROP FEATURES

Windows 10 and some earlier versions allowed you to drag several items to change their position. For example, you could drag a Word document onto your Word icon on the taskbar to open it.

This function is disabled in Windows 11. There’s no way to drag and drop or save any program or file onto your taskbar.

EXCLUDED FEATURE #3. CORTANA

Cortana is a voice assistant counterpart of Siri, Alexa, and Google Assistant. Many people are used to it and maybe disappointed to hear that it’s not a part of the Windows 11 system setup. You can’t even locate it in your start menu.

The good news is that the Cortana application can still be found – it’s just hidden away. And you can enable it by visiting Settings and navigating to Apps & Features.

A WISE INVESTMENT

While Windows 11 isn’t perfect since it removed many valuable features, it’s still an excellent platform to help increase your productivity.

Whether you need to organize your desktop more conveniently or take enjoyable notes, the OS won’t let you down. Plus, you get a revamped taskbar and powerful Voice Typing compatible with most major languages.

Overall, Windows 11 can be a terrific asset for your business.

If you want to find out more about incorporating this new OS to boost productivity in your organization, contact us today. We can have a 10-15-minute chat to help you address key productivity issues in your company with the help of Windows 11.

Article used with permission from The Technology Press.