Digital Wellbeing

@simonrae

Talking with a colleague about some of the common behaviours that we witness in terms of the working habits employed by students throughout the school when they need to work on a screen.  Interestingly, completely separate from each other, and working in very different areas, we had similar concerns. I’ve always approached this from the point of view of inefficiency and a general lack of organisation, but she had the clever insight that maybe what we should really be concerned about is their well-being. 

With that I set off on a literature review to find out what I could, and sure enough there is a considerable amount of material that has been written in this area, generally organised under the category of ‘clutter”.  

Obviously, as is usually the case with these things, clutter is a problem whether it is digital or non-digital. But what I am noticing is that effectively the clutter that is commonplace in students' laptops  is a big issue, because while this clutter it is largely effectively invisible to the teachers and parents, but

...the negative impact in terms of stress as noted by the research is the same, regardless or not whether clutter is in a physical work environment or a digital work environment.

I regularly encounter many (if not most) students (and adults!) who have normalised a cluttered digital work environment; their norm is to work in a browser with far too many tabs open, lots of different applications open at the same time, work scattered all over the desktop, with files very poorly organised and therefore very difficult to find whatever they need to work on, especially when they have opened the same file multiple times without being aware of it...

These key areas are encompassed by what I call the 'Fundamental 4" four simple areas to review regularly—ideally once a week. Check you are signed in properly, clear your desktop, close all/most of your tabs (bookmark the ones that are important to return to), and tidy up your drive, move loose files into folders.

Ignoring all of this is easy, and understandable, but as we all know, clutter accumulates without requiring any assistance at all. The longer you leave it, the worse it gets, combining to create a lose-lose scenario: an ineffective work flow, that undermines wellbeing. But don't take my word for it, I've collated the essential arguments below (my emphasis in bold): 

Clutter’s Impact on Your Brain

Whether it be your closet or office desk, excess things in your surroundings can have a negative impact on your ability to focus and process information. That’s exactly what neuroscientists at Princeton University* found when they looked at people’s task performance in an organized versus disorganized environment. The results of the study showed that physical clutter in your surroundings competes for your attention, resulting in decreased performance and increased stress.

... Similar to what multitasking does to your brain, physical clutter overloads your senses, making you feel stressed, and impairs your ability to think creatively.

Clutter Isn’t Just Physical

Files on your computer, notifications from your Twitter and Facebook accounts, and anything that goes “ping” in the night competes for your attention. This creates a digital form of clutter that erodes your ability to focus and perform creative tasks. Mark Hurst, author of Bit Literacy, a New York Times best seller on controlling the flow of information in the digital age, put it best when he said:

"Bits are a new material."

When you have to-do items constantly floating around in your head or you hear a ping or vibrate every few minutes from your phone, your brain doesn’t get a chance to fully enter creative flow or process experiences. When your brain has too much on its plate, it splits its power up. The result? You become awful at:

• filtering information
• switching quickly between tasks
• keeping a strong working memory

The overconsumption of digital stuff has the same effect on your brain as physical clutter.

If you work on a computer, having a cluttered desktop every time you turn on your computer can give you a constant uneasy feeling. At the end of each day, remove every file from your desktop.

Clutter, whether physical or digital, is something you’ll always have to deal with but it can be controlled. Finding ways to steer the streams of consumption in your favour will give you a sense of power and a freed mind… 

When your environment is cluttered, the chaos restricts your ability to focus. The clutter also limits your brain’s ability to process information. Clutter makes you distracted and unable to process information as well as you do in an uncluttered, organized, and serene environment.

…

Researchers used functional magnetic resonance imaging (fMRI) and other physiological measurement tools to map the brain’s responses to organized and disorganized stimuli and to monitor task performance. The conclusions were strong — if you want to focus to the best of your ability and process information as effectively as possible, you need to clear the clutter from your home and work environment. This research shows that you will be less irritable, more productive, distracted less often, and able to process information better with an uncluttered and organized home and office.

The science of focus


From our computer desktop, to our car, to our kitchen counter and fridge—clutter is clutter, and it affects us whether we think so or not.

In a study by the Princeton University Neuroscience Institute*, researchers monitored task performance when an individual was surrounded by organized versus disorganized environments.

Overall, subjects were more productive, less irritable and distracted in the clutter-free environment versus the disorganized environment where their stress increased.

The brain has a limited capacity to process information. To filter out extra stimuli and focus on what we are trying to achieve at any given moment, the top-down and bottom-up attention mechanisms compete. By mutually suppressing each other, brain power is exhausted, and ultimately we lose focus. 

Cognitive Clutter

Humans are bad at multitasking. It’s a hard fact to come to grips with, especially in a society that values professional productivity so highly. We’re encouraged to work on multiple projects at once so that we can get them all done faster, but science has shown us that this actually slows us down — working on a single task is much more efficient than trying to direct our attention in multiple directions.

This is related to why clutter has such a negative effect on our mental capacities. Just seeing a cluttered desk or home adds to the number of things that we have to expend mental resources on to process, both visually and cognitively. This adds to the load placed on your brain. Using more mental power requires more energy, which is why clutter can make you feel more fatigued.

Think about your digital workspace. Decluttering your Windows or Mac desktop, clearing your inbox, and even your declutter browser tabs can make you feel a lot better. It encourages you to back up your old files, and cleans up your workspace. It may even help you find things that you’ve lost — old notes in Evernote or old articles in Pocket that are really useful or more applicable now than when you saved them.

Digital decluttering is a great way to bring new energy to your life.

Digital clutter is a real thing. Keep your digital life organized by using the same principles as you would with physical clutter.

Managing disorderliness is good for health. It reduces your stress, prevents feeling guilty about your cleanliness, and keeps your brain from getting overloaded by unhelpful things.

Clutter robs you of mental energy, leaving you feeling anxious, tired, and overwhelmed.

• It frustrates you.
• It makes you lose things and waste time.
• It ruins your focus and concentration, drawing attention away from what’s important.

Why Your Brain Loves Order

The human brain is wired to respond positively to order.

Psychotherapist and professional organizer Cindy Glovinsky says that order feels good, in part because it’s easier for our brains to deal with.

In an organized space, your brain doesn’t have to work so hard.

This leaves you feeling calm and energized.

When you enter a pleasing, uncluttered space, you can more readily concentrate and focus.

Why Clutter Is Killing Your Focus (and How to Fix It)

What should you hope to improve by decluttering in your personal or professional life?

Better focus.

Evidence* suggests that when multiple visual stimuli are competing for your attention, you have a harder time narrowing your focus to only one of them. That means the clutter in your life is making you unfocused. You’ll have a harder time staying on task at work, and you won’t be as “present” in your home life, either. Decluttering brings better focus back to your world.

Academic Note for Boffins

*The study (McMains & Kastner, 2011) referenced by many of these articles is one of the most flagrant examples of academic gibberish I have ever encountered. Here's a taste:

"Multiple stimuli present in the visual field at the same time compete for neural representation by mutually suppressing their evoked activity throughout visual cortex, providing a neural correlate for the limited processing capacity of the visual system."

Huh?

I have read the article, it wasn't easy, and it took a lot of determination—but I can confirm that it largely supports the claims made above. In fact I would argue it goes further than they do, in that it finds that stimuli in the environment (bottom-up) compete with whatever we are trying to focus on (top-down), but what is more of concern is that they find the environmental stimuli ‘win’ as these are subconsciously prioritised by our brain, regardless of whatever the work is that we are trying to “spotlight“. 

Image by Mikhail Grachikov and Gst via Shutterstock.

McMains, S., & Kastner, S. (2011). Interactions of top-down and bottom-up mechanisms in human visual cortex. Journal of Neuroscience, 31(2), 587-597. 

The Fundamental Four!

The Fundamental 4

The Essential Tech Slide Deck: bit.ly/uwctechdeck

There are lots of aspects to digital organisation, but the four that are most essential, and that also happen to be synergetic, ie all four are codependent, are:

1. Get Connected

Open up the Chrome Browser, then click in the little icon in the top right corner and sign in to Chrome. Sign in with your account details and agree to Link data when prompted. 

This means that everything you do with account is continually synchronised with your Google 'cloud' online, so if you lose your laptop, and have to either use a loaner or start with a new one, as soon as you sign in a sync—voila—everything in your Google life will reappear in seconds. Note, this just synchronises your browser content, files on your hard drive will not be backed up, to do this you'll need Backup & Sync*.

2. Organise your Drive

Open up the Chrome Browser, and go to your Google Drive online. Make sure you have folders created for all subject areas. You might want to add a folder for your own personal files, but remember, your drive is a school space, not your personal space.

There should only be folders in your drive, no loose files. If you have files from previous years that are making a mess, just create a folder called Archive (if you haven't already) and drop them in.

3. Desktop (almost) Zero: Drive it or Dump it. 

Your desktop is not a good place to keep your files—it makes them handy, but once they build up it comes very difficult to find anything. Worse, if you have any problems, none of those files are safe, so make sure any files you do have their a strictly temporary. Like the desk in your classroom, at the end of the lesson, make a decision; drive it (move it to your drive) or dump it (move it to the bin). Now you have your Drive synchronized this is as easy as a drag and drop, or within the Finder. 

4. Bookmarks on the Browser Bar, Trim your Tabs

All of the websites you rely on to function effectively from day to day should be organised along the bookmark bar. Make sure you are signed in so these are all synchronised to your cloud account. That means that those bookmarks, stored in folders, are backed up, and accessible on any other device that you sign in to.

Too many Tabs 

Too many open tabs is a symptom of poor bookmark organisation, if you know you can easily find any page you need in you bookmarks, you don't need to have 50 tabs open 'just in case'. If the site matters, then bookmark it, if not then close it if you don't need it now; an easy to do this is just use command+w to close any tab you have open.

To quickly close loads of tabs, just control click on a tab and choose one of the options, like Close Other Tabs!

Less than 10 tabs is ideal

This many tabs is unmanageable, and bad for you! 

(While you're there why not quit the apps you're not using and close any open windows as well?)

bit.ly/fundamental4

There are more than four?

Yes, but don't panic, one a week will see you reach organisational nirvana within a few months, with fabulous habits for life! 

What kinds of things? Well simple but powerful tips like this one for example:

Using the slide deck below, all you need to do is commit 10 minutes a week, until you have the fundamental four covered.

Here's the tech slide deck, open it, drop it on your (nice and tidy) bookmark bar and check it out once a week!

Digital Disorganisation & Parenting: Part 2

Digital Organisation Essentials

As explained in Part 1, parents generally struggle to model effective practices when it comes to the organisation of their digital devices, but it's not all doom and gloom. When it comes to the use of digital tools for organisation, many—if not most parents—embraced these with enthusiasm some time ago, and are now generally proficient in their use. What they don't often realise is that they could and should encourage their children to use similar tools, in the same way, and for the same reasons they do. 

Where there can be confusion, is which tools to use; as there are a plethora of them out there. So in this post I will outline the organisational tools we encourage our students to use. While these may not be the same as the tools parents use, they will be very similar, and the ways to use them will be identical. So whether they're using Apple Reminders, or Evernote, or Google Keep is not the focus; it's not about the nouns, it's about the verbs, or to put it another way, it's not what you use, it's how you use it.

As our students progress through the college in Primary and Middle School they are expected to use a paper organiser. At the end of Grade 8, in preparation for High School where they have the freedom to choose whatever system they like, we formally introduce them to digital organisation tools at the start of term 3. What follows summarises our plans for our Middle School students as they prepare to make the leap from paper and pencil, to pixels and dings.

Google tools

As a school that uses Google Apps it makes sense for us to utlise the apps in this suite, as they are just a click away from the GMail inbox and Google Drive that they've been using for many years. The slide deck shared at the top of this post outlines how to set these tools up, but to summarise, we expect students to use:

1. their Google Calendar to manage their timetable, adding other events from their busy lives, such as sporting events, activities, service, and rehearsals et cetera. 
2. the To-Do panel in our online learning platform (Teamie) to keep track of homework deadlines. 
3. Google Keep (or similar) for everything else, ie reminders, lists, and notes. 

Blended organisation

Many parents, and many of our students may prefer a more 'blended' approach—using a paper organiser for some items and areas, and using digital tools for others. If you do decide to use this approach, an important consideration is that you need to make sure that with one or both of these you are transferring events, otherwise you can end up with clashes between events, because one is recorded on paper and not included on the digital calendar, or vice versa. This does mean a certain amount of duplication, which for me was the reason why I eventually abandoned this approach, and switched to digital tools completely.

Why go digital? 

There are many reasons, but a brief summary follows, focused on the 'transformational' power of digital tools, ie what digital organisational tools can do that traditional tools cannot:

• Situated: unlike a paper organiser, digital organisation tools can be anywhere you are with a digital device, synced across all the devices you have connected, and all kept in sync in real time. 
• Access: an idea, an image, a quote, a website, a video, a document, a reminder, a list, all a click or two away, and a copy/paste makes it easy to locate later, or/and to annotate with some simple notes. Best of all, it's searchable, no more flicking through pages desperately skimming for that snippet of information. 
• Multimodal: Now you are not limited to text or to a hastily scribbled scrawl on the back of a proverbial envelope—notes can be a quick picture, or short video, or an audio recording. You can even dictate straight into your notes (just pretend you're on the phone 😉) Best of all are the audio notifications; that 'ding!' is incredibly useful. 
• Mutable: Need to change that date, that time, that place? Update/edit that note? Changed your mind? Need to add clarification? No problem,  and no crossed out entries in your planner. 
• Social: with a few clicks, notes, and calendar events can be shared with one or many. For parents in particular, if you can persuade your child to share their calendar with you, you will find much easier to keep track of what they're doing, and where they are, or where they should be...

Digital Disorganisation & Parenting: Part 1

Messy bedroom via zmeed.info

What does a messy bedroom got to do with digital organisation? And well might you wonder, well, more than you might think. I work with students throughout the college, or maybe a more accurate term might be nag, the digital equivalent of:

‘Tidy your room!’

'How do you find anything in here?’ 

‘Pick up after yourself!’ 

You get the idea. 

If you were to follow me around you'd hear exhortations along similar lines, only in relation to the state of student laptops, particularly the dreaded desktop. 

What does this have to do with parents? 

The problem I regularly encounter is that whereas most of our students can rely on their parents to be effective role models—for example in terms of their expectations about the tidiness of their children's bedrooms—this is rarely the case with the organisation of their parent’s computers. And that’s a problem; as parents you are in a much better position to model effective organisation than your children’s teachers. Ultimately what we’re really talking about here, isn't bedrooms or desktops, it's about mindset, just because the context is digital/virtual doesn’t mean it’s not as important.

Now I realise that as parents, if you’re around my age (most of my 40s already in the rear view mirror) and many of you are, you have an excuse; you probably didn’t even use a computer with a desktop operating system until you were in your 20s and 30s, and even then you probably had to figure it out for yourself. Hence the reason for this post, allow me to outline the fundamental expectations we have for all of our students who use a laptop, and by extension the fundamental we have in terms of expectations for teachers and parents as well; every time you open up your laptop you're sending a message to whoever you're with, the question is, are you being a good role model, or do you need to 'tidy your room'?

The Fundamental 4

There are lots of aspects to digital organisation, but the four that are most essential, and that also happen to be synergetic, ie all four are codependent, are:

1. Any browser you use should be connected to an associated cloud service, with Chrome that's Google, but all the main browsers provide this service free of charge. Once connected, all the files you depend on should be not be strewn all over your desktop, but should be stored, and organised online (2. & 3.) or/and in a place where they are constantly and instantly backed up to a secure online storage such as Google Drive, Dropbox, Microsoft OneDrive, and iCloud to name but a few. 

4. All of the websites you rely on to function effectively from day to day should be organised along the bookmark bar of your preferred browser, one that is also connected and synchronised to a cloud account, so that those bookmarks, stored in folders, are backed up, and accessible in any other device that you use. 

The Essential Tech Slide Deck: bit.ly/uwctechdeck

Be a role model of digital organisation

Using the slide deck above, this is the exact same deck that teachers, and mentors, and advisors across the college show to our students, you can do more to support your child's efficient organisation than we ever can, so what are you waiting for? Go tidy your room!

All you need to do is commit 10 minutes a day, until you have the fundamental four covered, then once you've recovered from the blissful sense of catharsis, move on to the others...

Now you can rest assured that you no longer need to just nag your kids to pick up after themselves, and tidy up their bedroom, but also that they need to clear out their desktops, tidy up their drive and organise their bookmarks as well!  :)

One more thing...

There are two other areas where you can be an effective role model, I've linked to other posts I've written about those as well below. 

Screen time: Studies indicate that working parents spend an average of > 9 hours looking at screens, everyday. So maybe that allowance of 30 minutes a day for your child needs reconsidering? 

Passwords: From what the students tell me on a regularly basis, their parents are generally notoriously poor role models in this area—see this post for some practical advice—but some basics you should ensure you model for your children are:

1. Keep your passwords secret, your children should not know your passwords! 
2. Note passwords are plural, you should have a different password for every account you use. 

Last but not least, see my follow up to this post Digital Disorganisation & Parenting: Part 2 which provided some guidance in helping your child build effective organisational habits that will benefit them for their rest of their digital lives.  When it comes to the use of digital tools for organisation, many—if not most parents—embraced these with enthusiasm some time ago, and are now generally proficient in their use. What they don't often realise is that they could and should encourage their children to use similar tools, in the same way, and for the same reasons they do. 

Where there can be confusion, is which tools to use; as there are a plethora of them out there. So I outline the organisational tools we encourage our students to use. While these may not be the same as the tools parents use, they will be very similar, and the ways to use them will be identical. So whether they're using Apple Reminders, or Evernote, or Google Keep is not the focus; it's not about the nouns, it's about the verbs, or to put it another way, it's not what you use, it's how you use it.

Is Cloud Confusion Driving you Crazy?

Ridiculous name, revolutionary technology.

With the exponential increase in 'cloud' capacity, it is becoming increasingly critical to rely on this powerful technology to ensure that all of our essential data is safe, and accessible, from, well, any screen with an internet connection. With the multiplicity of devices in our lives, this functionality is pretty much essential.

This is more of a blessing than a curse, BUT.

There's always a but.

Now I know Benjen Stark said "You know, my brother once told me that nothing someone says before the word "but" really counts… (GoT)

But...

The fact is that despite it's magnificence, the 'cloud' can cause a huge amount of confusion, so let's just break this down a bit.

What's the cloud?

Essentially, the 'cloud' is a rather dubious name for describing any of your data which is not just stored on your actual device, instead it's stored on a remote server (very much on the ground) that pulls and pushes your content to your devices over the internet. 

How many clouds?

Well, as it turns out there are quite a few forms of cloud technology, but the ones of most interest to us at UWCSEA, are Apple's 'iCloud' and, well pretty much everything even vaguely Google related from 'Drive' to Google Photos et cetera.

Cloud confusion...

The confusion stems from the fact that we all need to separate our home and work life, not to mention that the school's user agreement clearly lays out expectations that there should be clear boundaries between personal and professional use of UWCSEA devices. Anyway, no one really wants to see those pictures of me in a bikini on a beach in Magaluf, allegedly. So whether you realise this or not, you have cloud accounts associated with every Google account, and they are completely separate, as it should be, the same is true for any Apple ID you use (more below on that).

In our hyperconnected world, digital objects have inherited the property of stickiness. Photos end up everywhere and it takes not only the knowledge of how all of the synchronisation works to understand where, but also a determined approach to 'e-Cleaning' to make sure that they are not in places you didn’t expect.

If you're confused, don't feel bad, this stuff is CONFUSING for everyone, why? Two reasons: 

The first is that people don’t know, or understand, what happens to their digital property when they tick the “backup everything to iCloud/Google” check boxes. 

The second is that Apple, and Google (and other cloud providers, eg DropBox, SkyDrive et al), in their eagerness to make the process as simple as possible, do a really bad job of explaining what is going on, and importantly, what can happen if things go wrong. It just 'works' apart from when it 'just works' in a way that you don't want it to work... 

Go wrong? What do you mean 'go wrong'!?

Well if you mix up your accounts with your devices you can end up accidentally having the 'cloud' hoover up all of your photos and videos that you're taking on your phone/tablet/laptop/desktop and adding them to your online collection, if you share that collection with other people (they are private by default) then that audience can see everything, you might be surprised at the kind of content your device has helpfully uploaded in the background for you... 

Don't Panic!

This problem really only relates to your 'rich' media, specifically photos and videos; you can happily access work/home email without any conflict, although I'd still use separate apps to minimise confusion, see below.

Solutions?

You can only have ONE cloud account associated with a mobile device*, you can sign in and out, but this just gets more confusing, so as a general rule, pick one and stick with that. So are the photos/videos on your phone more work or home related? If so, use the home cloud account, but don't use that device for taking videos/photos for work use, unless it is temporary, ie email/transfer them to a device dedicated to work use, and delete them afterwards.  Is your Pad more work related? Well sign into a work cloud account—which is most likely the UWC Gapps account, but then don't capture media for home use on that device, unless it is temporary, ie email/transfer them to a device dedicated to home use, and delete them afterwards.

Isolate with Apps

By dedicating specific apps to work/home you can mitigate the confusion, eg (assuming an iOS device here) Use the Mail app for your home account, use the Gmail App for work, use the Safari app for home browsing, use the Chrome app for school browsing...  This separation breaks down with rich media though, as the apps generally link to your device camera roll, which is shared across the entire device, regardless of the account an app is associated with.

Kids/Hubbie's/Wife's content mixed up with yours? 

Welcome to Apple ID vs App Store

Many of you want to use the same Apple ID on multiple family devices, so that if you purchase something from the App store you can install it on any device in the family without paying twice, that's fine, but don't confuse this with sharing the same iCloud account. 

WHAT? They're different?

Well, yes... and.. no.

You can use the same Apple ID for iCloud AND for purchasing things from Apple, especially the App Store. But these don't have to be the same, and if you want family members to be able to download stuff you've purchased you will need to separate their Apple ID (iCloud) from your Apple ID (App Store).

See? I told you it was/is confusing.

So in my case, scenario, all of the devices in my house can use MY Apple ID in the App Store to download things I've purchased for myself, or for them. BUT 

(and it's another big but)

Everyone in your family should use their OWN Apple ID on their own device, these can (and should be) be separate, that way everyone in your family keeps their 'stuff' separate from yours, but you can all download content from the same App Store account.

You can use a shared account for App Store, & an individual account/s for iCloud

Family Sharing

After years of using the above method to stay sane, Apple finally conceded that there is an issue and rolled out Family Sharing' last year, this should hopefully simplify things, unless you like me use more than one App Store account (I have one in Singapore and one in the UK), as Family Sharing is restricted on onto App Store, ie if you set it up using the Singapore store, all accounts have to be in the Singapore store, even if you leave and move overseas... Which means you need to have an active credit card account for that store. ...

Which is why I don't use it. However it could be JUST what you need, in which case click here, to follow Apple's guidelines to setting this up for your family. Also note, if you use Apple's Family Sharing method to set up Apple IDs for your kids (under 13), they will have to use an iCloud email account, not their school account, this is fine, but you may need to explain this to them...

Smarter iCloud Settings

If you're one of these teachers who is fortunate enough to have had an iPad provided for you by the college, for lots of reasons, including:

• trickledown learning—becoming familiar with device by just using it—you use it for personal reasons, like making a home video, but this skills you up, so you can use the new found skills with those apps with your students with greater confidence
• enabling you to easily explore and learn how to use apps you want to use with your students, and new apps
• to allow you to more easily capture evidence of learning (or the opposite) for your own planning and prepping purposes
• to more easily facilitate recording and assessment, without the many limitations posed by paper based systems, using apps like Numbers, Notability, iDoceo et al.

The problem is this means you will have a load of content (if not all of it) in your camera roll which is student/college related, if you use the same device on holiday, well, all of your snaps will get mixed up with your school content - not ideal. if you connect this device to your iCloud account all of your personal media on other connected devices will also all stream into the same camera roll all 'polluting' the stream. 

You could easily solve this by just not connecting your iPad to your iCloud account, the problem with this is being connected to the iCloud is really useful, being able to sync all your Apple content from other apps like Notes, Pages, Safari bookmarks et cetera can be really useful, not to mention all the content on iTunes you might have purchased. So how can you have your school iPad connected to your iCloud account and avoid this? Easy, just go into your iCloud settings and switch off Photos, done. Everything in your camera roll is now only content you captured with this device, you can still transfer it to other devices using email, Airdrop, apps like Send it Anywhere. If you install the Google Photos app, it will sync all your camera roll content to your college GApps account, so it's all easily accessible from your laptop—winwin! In fact using the suite of Google Apps (Google Drive, GMail...) is another easy way to keep your work/home life separate on the same device. 

Settings - iCloud

You can turn any/all of these off

Final Advice...

I hate to break it to you, but we have really reached a point where trying to manage the entire scope of your digital life on one laptop is increasingly untenable. My advice? Get a dedicated device for home, and keep that content completely separate for the device you use for work. Simple. If you are a family with loads of video/photos, and media being captured and shared by everyone (our home as 2 adults, 2 kids, one helper, and 5 laptops, 5 iPhones, 5 tablets, and one desktop) then I'd advise you to purchase a dedicated desktop computer (I like the iMac, surprise, surprise) with the BIGGEST hard drive available. That is where all family media is stored, all other devices are dedicated to that individual's content only; so any 'family' content is temporarily on their device, and is transferred to the BIG MAC ASAP.  That's it.

*On a laptop/desktop, you can have more than one cloud account, but they would need to be associated with different user accounts on that machine, you probably need to see IT Support, or a DLC to help with this... 

Search (Your Mac) Smarter

Sort your Life Out

It's all well and good being a Google Ninja, but what good is that if you can't find the files you want on your own computer?

Files vs Folders

Less is More when it comes to folders (or 'directories' as some techie types like to call them).

So create FEWER folders, with MANY MORE files in them, treat them more like storage bins than sleeves - and only create folders when you have a bundle of files to actually put in them, trying to create folders BEFORE you have files is a pointless exercise in clairvoyance and confusion if you ask me. The other problem with 'folderitus' is the tendency to amass a load of duplicate files, files with exactly the same name that have placed in different folders. If they'd been in one huge folder, you would have been alerted to the duplication.

Stop treating folders like document sleeves...

Treat folders like storage crates - Less with More inside

So – oh look, you have a load of files do with planning that unit on Zen Buddhism and Karaoke? Fine, NOW create a folder, and dump them in there, but remember this, file names are much more important than folders. Some people *gasp* have even stopped creating folders AT ALL!! They just name their files with smart titles with useful keywords, and that's it ...

Start using file names that use useful keywords - so instead of calling that document 'Planning' how about ... 'Planning Zen Buddhism and Karaoke' now when you do a search you have a far greater likelihood of actually finding what you want.

Otherwise for example, a search for 'planning' could produce a load of files with identical names...

Sort out your Sorting

So when you have a bunch of files on display in your finder, make sure you take advantage of the button which lets you 'change item arrangement' pick whatever option will make it easiest to move the files you want to the top - I personally find the 'Date modified' to be the most useful.



For a more thorough break down and even more awesome advice for becoming a Finder Afficionado click here.

Mac Basics: The Finder - Apple Support Website

So... now that you know how to search your Mac, all you need to do is the same in your Google Drive...

Search (Your Google Drive) Smarter

Sort your Life Out - 3 Ways to Search Smarter

It's all well and good being a Google Ninja, but what good is that if after having been shared on your 6,457th doc, you can't find the specific one you want? 

First let's recap the basics:

Files vs Folders

True of any digital environment, less is More when it comes to folders. Create LESS folders, with MORE files in them, treat them more like storage bins than sleeves.

Stop treating folders like document sleeves...

Treat folders like storage crates - Less with More inside

File names are much more important than folders. Use file names that use useful keywords - so instead of calling that document 'Planning' how about ... 'Planning Zen Buddhism and Karaoke G5' now, when you do a search you have a far greater likelihood of actually finding what you want. Maybe use some 'conventions' like always including a 'G5' etc. (Info like the date [apart from maybe the year] is superflous and makes your files names ridiculously looooooooong - it's redundant as that is already stored by the computer - just sort your files by date.)

Sort out your Sorting

Much like in the Mac FInder, Google has some clever ways to make searching easier. 

Assuming you are in 'My Drive' (not 'Shared with me') you have a few ways to sort your results: TITLE, OWNER and LAST MODIFIED – I would suggest 'last modified' is the most useful. When you are in 'Shared with me', you'll find these options are cut down to ONLY Title, and Share Date - don't ask me why!

Star documents that you use frequently - this is a one click way of ensuring you find those straight away. Just click Starred - and BOOM there they are. Easy. Of course it doesn't help if you star a bazillion docs, so remember to UNstar some from time to time.

Last but definitely not least - Filter

So when you have a bunch of files on display in your Google Drive, make sure you take advantage of the buttons which let you 'filter' the results - much as you would when doing a Google Search - 

Then pick whatever option will make it easiest to drastically reduce the amount of files you are viewing - like 'Text Document' 'Not Owned By Me' – you can choose more than one.

For a more thorough break down and even more awesome advice for becoming a Google Drive Search Ninja click here.

So... now that you know how to search your Google Drive, make sure you can do the same on your Mac... 

PS
You can also view the contents of your Google Drive as thumbnails—especially useful for folders of images: